Operations Specialist

Encore Fire Protection; Lewiston (ME); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive Salary

Fidelity 401(k) with company match

Health, dental, vision insurance

Life insurance $50,000

Flexible dress code

People-focused culture

Access to web-based productivity tools

Job summary

Encore Fire Protection in Lewiston, ME, seeks an Operations Specialist to bridge field work and billing. You will review scopes of work, verify accuracy of service contracts, and connect on-site activity to invoices.

The role suits organized, proactive professionals who thrive under deadlines, collaborate with customers, technicians, and internal partners, and maintain clear digital records for traceability.

Qualifications

• Bachelor’s degree in Business Administration, Operations Management, or related field
• Two to three years of professional office experience, ideally in a construction, service based, or operations driven environment
• Prior experience in a service business, scheduling, coordination, or operations support role
• Comfort working with technology, including Microsoft Office tools such as Outlook, Excel, and Word
• Interest in learning an industry specific service platform such as ServiceTrade, with the initiative to develop advanced skills over time
• Ability to work under pressure, manage competing deadlines, and stay organized during high volume periods
• Strong attention to detail when reviewing scopes, contracts, and billing information
• Clear, professional communication skills, both written and verbal

Responsibilities

• Manage and oversee service delivery for an assigned product line or portfolio of work.
• Review scopes of work and service contracts to confirm accuracy before and after work is performed.
• Compare billing against contract quotes and identify even small differences or discrepancies.
• Investigate billing issues by checking work performed, documentation, and contract terms.
• Communicate with customers regarding invoice questions, adjustments, or clarifications.
• Coordinate with technicians, service managers, and office staff to ensure jobs are set up, documented, and billed correctly.
• Support end of month billing cycles, maintaining focus and composure while working at a computer for extended periods.
• Help maintain organized digital records so work, documentation, and billing are easy to trace and understand.

Skills

Office experience

Service industry experience

Microsoft Office

ServiceTrade experience

Under pressure

Attention to detail

Communication skills

Field-based experience

Education

Bachelor’s degree in Business Administration, Operations Management, or related field

Tools

ServiceTrade

Excel

Job description

Who We Are

At Encore Fire Protection, we are proud to be the east coast's largest full-service fire protection company, serving over 90,000 customers from Maine to Louisiana. With a team of over 2,200 dedicated employees, we provide innovative, customized fire suppression, fire sprinkler, and fire alarm solutions that protect lives and properties every day.

Our goal is to deliver superior experience to those who trust us to safeguard what matters most. We are passionate about continuous growth, innovation, and maintaining a culture that thrives on success and commitment to safety. Our mission?To be the best fire protection company the industry has ever seen.

The Opportunity

As an Operations Specialist at Encore, you are the second layer between our customers and our technicians. Your role ensures we deliver exactly what we promised, exactly how and when we said we would. You will review scopes of work, support accurate billing, and connect the dots between contracts, work performed, and invoices.

The pace is fast, and the volume is high, so you will need to be proactive, organized, and comfortable working toward tight deadlines. This role is a great fit for someone who likes to gather information, sort through the details, and figure out how the pieces fit together. You enjoy working independently, but you also value strong relationships with customers, technicians, and internal partners.

You can see the bigger picture, without losing track of the small details that make the work right.

Key Responsibilities

You live in the space between the field and the invoice, connecting scopes, contracts, and what actually happened on site.Your focus is on clean,accuratebilling and clearcommunication,so customers, technicians, and managers are all working from the same story. On a typical day, that means you will:

• Manage and oversee service delivery for an assigned product line or portfolio of work.
• Review scopes of work and service contracts to confirm accuracy before and after work is performed.
• Compare billing against contract quotes and identify even small differences or discrepancies.
• Investigate billing issues by checking work performed, documentation, and contract terms.
• Communicate with customers regarding invoice questions, adjustments, or clarifications.
• Coordinate with technicians, service managers, and office staff to ensure jobs are set up, documented, and billed correctly.
• Support end of month billing cycles, maintaining focus and composure while working at a computer for extended periods.
• Help maintain organized digital records so work, documentation, and billing are easy to trace and understand.

What You Bring to the Table

• Bachelor’s degree in Business Administration, Operations Management, or related field
• Two to three years of professional office experience, ideally in a construction, service based, or operations driven environment
• Prior experience in a service business, scheduling, coordination, or operations support role
• Comfort working with technology, including Microsoft Office tools such as Outlook, Excel, and Word
• Interest in learning an industry specific service platform such as ServiceTrade, with the initiative to develop advanced skills over time
• Ability to work under pressure, manage competing deadlines, and stay organized during high volume periods
• Strong attention to detail when reviewing scopes, contracts, and billing information
• Clear, professional communication skills, both written and verbal

What Makes You Stand Out

• You have experience supporting field-based work in construction, facilities, or fire protection.
• You have used Excel or similar tools to reconcile numbers, investigate discrepancies, or track work progress.
• You have worked in a private equity-backed environment with defined KPIs, growth targets, and structured reporting.
• You are known for catching small errors before they become bigger problems, especially during month-end billing cycles.

Beyond the Paycheck

At Encore,we’reall about creating a culture where success is celebrated. We recognize that our work makes people’s lives safer, and we reward those who contribute to our growth.Here’swhat you can expect:

• Competitive Salary: Compensationcommensuratewith your experience, with the opportunity to earn performance-based bonuses tied to your personal effectiveness and contributions to the team.

• Purpose-Driven Work Environment: We believe in working smarter, not harder.You’llbe part of a culture that values results, and we empower our team to focus on impactful work.

• Flexible Dress Code: Upon joining,you’llreceivebrandedEncore swag, and we believe in dressing for theobjective, not the occasion. Most days, you can enjoy a casual work environment, butwe’lldress up when the situation calls for it.

• People-Focused Culture: We know our greatest strength is our people.That’swhywe’vebuilt a culture that encourages experimentation, learning, and improving together.You’llhave the space to share your ideas and help shape a company that is constantly growing.

• Tools for Success:Access to leading-edge web-based productivity tools.

• Health and Wellness: Comprehensive medical, dental, and vision coverageto keep you and your family healthy.

• Retirement Planning: Participation in our Fidelity 401(k) plan with a company match, helping you save for your future.

• Life Insurance: Company-paid life insurance policy of $50,000 to give you peace of mind.

EEO Statement

At Encore Fire Protection, we protect people and property, and that starts with how we treat each other. We are an Equal Opportunity Employer and welcome applicants of all backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, national origin, age, disability, veteran status, status as a protected veteran, genetic information, or any other characteristic protected by applicable federal, state, or local law. If you need a reasonable accommodation at any point during the application or interview process, please let us know at [e-mail].