BILLING/ INVOICE COORDIANTOR - INSPECTION

Priority Dispatch Corp.; King of Prussia (PA); On-site; USD 30,000 - 34,000; Full time

Job summary

Oliver Fire Protection & Security in King of Prussia, PA is seeking an Inspections Administrator – Billing Coordinator to join our Operations Support team. You will ensure accurate and timely invoicing for inspection work by preparing final invoices, verifying documentation, and coordinating with internal teams and customers.

This role requires attention to detail, 3+ years of office administration, and proficiency with Word and Excel.

Qualifications

• High school diploma or equivalent required.
• Minimum 3 years of office administrative experience.
• Proficiency with Word and Excel.
• Strong attention to detail with documentation review.
• Excellent verbal and written communication.

Responsibilities

• Process final invoices accurately and timely, verifying POs and billing requirements.
• Coordinate with internal teams and customers to keep billing moving smoothly.
• Review job notes and inspection documentation for billing accuracy.
• Assist with invoice revisions, credits, and rebills as needed.
• Support month-end and period-end billing activities.

Skills

Attention to detail

Strong communication skills

Verbal communication

Written communication

Education

High school diploma or equivalent

Associate or Bachelor's degree preferred

Tools

Microsoft Word

Microsoft Excel

Job description

Job Details

Level: Experienced

Job Location: Legal Address - King of Prussia, PA 19406

Position Type: Full Time

Education Level: Not Specified

Salary Range: $22.00 - $25.00 Hourly

Job Shift: Day

About Oliver

Oliver Fire Protection & Security is a privately held, full-service life safety provider serving the Northeast Corridor. Founded in 1957, Oliver has distinguished itself as one of the most respected life safety providers in its territory by placing a high emphasis on delivering quality solutions while exceeding customer expectations. We help protect lives and property through industry-leading fire protection, life safety, and security solutions, and we're committed to safety, customer service, teamwork, and creating long-term career opportunities for our employees.

Position Summary

We're seeking a detail-oriented Inspections Administrator – Billing Coordinator to join our Operations Support team. In this role, you'll support accurate and timely billing for inspection-related work by preparing final invoices, reviewing documentation, verifying billing requirements, and coordinating with internal teams and customers to keep the billing process moving smoothly.

What You'll Be Doing

• Process final invoices through ServiceTrade accurately and timely, verifying purchase orders, billing requirements, customer-specific invoicing instructions, and supporting documentation.
• Compile and execute billings in accordance with Spectrum and ServiceTrade, including interfacing with customer portals throughout the billing process.
• Assist with invoice revisions, credits, and rebills as needed.
• Review job notes and inspection documentation for completeness and billing accuracy.
• Respond to billing inquiries from internal and external clients in a timely and professional manner.
• Support month-end and period-end billing activities to ensure jobs are invoiced within established deadlines.
• Assist with accounts receivable when necessary.
• Collaborate with the accounting team and attend regular department meetings.

Qualifications

What We’re Looking For

Required

• High school diploma or equivalent required
• Minimum of 3 years of office administrative experience
• Proficiency with Microsoft Office, including Word and Excel
• Strong phone, verbal, and written communication skills
• Strong attention to detail and ability to review documentation for accuracy

Preferred

• Associate or Bachelor's degree preferred
• 5+ years of office administrative experience preferred
• Previous billing and invoicing experience preferred
• Experience working in a high-volume environment preferred
• Experience using customer billing portals preferred
• Experience with ServiceTrade, Spectrum, customer billing portals, or similar systems preferred

What We Offer

• Competitive compensation based on experience, education, and certifications
• Medical, dental, and vision insurance
• Life and long-term disability insurance
• 100% company-funded profit-sharing program
• Professional development opportunities
• Supportive team-oriented environment

Why Oliver

We're proud of the culture we've built at Oliver. Our team is driven by safety, customer service, and a commitment to helping one another succeed. We believe in creating opportunities for growth, recognizing hard work, and building careers that last.