Billing & Compliance Coordinator

Job Summary:

Piper Fire Protection is seeking a Billing & Compliance Coordinator to join our Clearwater, FL team. The Office & Compliance Coordinator keeps the branch running behind the scenes. This role owns the branch's day-to-day financial administration (accounts payable, billing, and receivables follow-up), serves as the first point of contact for customers and visitors, and maintains the compliance, prequalification, training, and licensing records that allow Piper Fire Protection to bid, badge in, and perform work on customer sites. The ideal candidate is highly organized, accurate with numbers and deadlines, and comfortable moving between a vendor invoice, a customer call, and a prequalification portal in the same hour. When this role is done well, invoices go out on time, certifications never lapse, and customers remember how easy Piper Fire & Fortis Fire was to work with. The role partners closely with branch leadership, project managers, service coordinators, the corporate accounting team, and HR/Safety.

Work is primarily performed in an office environment with regular front desk coverage, requiring prolonged periods of sitting, computer and administrative work, occasional lifting of up to 25 pounds, and periodic local travel to the DMV, customer locations, or jobsites where appropriate PPE may be required. This position has no direct reports. 

Essential Duties and Responsibilities:

• Receive, review, and voucher vendor invoices, verifying accuracy against purchase orders, receiving documents, and job costing before submitting for approval.
• Process and post company purchasing card transactions; collect, reconcile, and file receipts and supporting documentation.
• Route invoices through the approval workflow and follow up to ensure timely payment and avoid late fees.
• Maintain accurate vendor records and serve as the point of contact for vendor inquiries, statement reconciliation, and issue resolution.
• Prepare, review, and distribute fire alarm and fire suppression construction billing, including progress billing documentation and any required customer or general contractor forms.
• Process, review, and distribute service, inspection, and repair invoices in a timely and accurate manner.
• Research and resolve billing discrepancies in partnership with project managers, service coordinators, and the accounting team.
• Respond professionally to customer billing and payment-status inquiries and support collections follow-up as directed.
• Provide front desk coverage: greet visitors, answer, screen, and route incoming calls, and manage incoming and outgoing mail and deliveries.
• Serve as a courteous, knowledgeable point of contact for customers on billing, account, and general service questions.
• Support customer service tracking, reporting, and organization, including maintaining customer records in the CRM.
• Support customer outreach and retention initiatives, including customer check-ins and appreciation efforts.
• Coordinate recognition of customer compliments, including maintaining office display boards that highlight positive customer feedback.
• Provide general administrative support to operations, sales, service, and other departments as needed.
• Administer the branch's participation in wrap-up insurance programs (OCIP/CCIP), including enrollment, payroll and insurance reporting, and required documentation.
• Prepare and submit customer and general contractor prequalification applications and renewals.
• Gather, organize, and upload required documents (e.g., certificates of insurance, safety statistics, licenses, and policies) to compliance and prequalification platforms such as ISNetworld, Avetta, or Highwire.
• Monitor expiration dates and maintain a tracking system so that all compliance records remain current, accurate, and audit-ready.
• Coordinate employee training schedules and maintain accurate, up-to-date training records.
• Support the organization and administration of company training programs, including logistics, attendance, and documentation.
• Assist with company and individual licensing renewals and related documentation.
• Set up and renew employee site badging and access credentials required by customers and jobsites.
• Coordinate Piper vehicle registration, licensing, and renewal processes.
• Maintain organized records of vehicle registrations, permits, and related compliance documentation.
• Other duties may be assigned as business needs require.

Required Skills & Qualifications:

• High school diploma or GED.
• 3+ years of experience in office administration, accounts payable/receivable, or billing, preferably in construction, the skilled trades, or a field-service environment.
• Demonstrated experience managing deadline-driven records (e.g., licenses, certifications, insurance, or compliance documentation).
• Working knowledge of basic accounting principles, including invoice processing, three-way match, and reconciliation.
• Intermediate proficiency in Microsoft 365, particularly Excel (sorting, filtering, basic formulas) and Outlook.
• Valid driver's license and acceptable driving record (occasional local travel to the DMV, jobsites, or customer offices).
• Ability to read and interpret invoices, contracts, insurance certificates, and compliance requirements; ability to write routine correspondence and respond effectively to inquiries from customers, vendors, and employees.
• Ability to add, subtract, multiply, and divide in all units of measure, compute percentages (e.g., retainage and progress billing), and reconcile totals.
• Ability to apply common-sense understanding to carry out instructions, resolve discrepancies, and prioritize competing deadlines with minimal supervision.

Preferred Qualifications:

• Associate's degree in business, accounting, or a related field.
• Experience in the fire protection, life safety, or mechanical contracting industry.
• Experience with construction progress billing (e.g., AIA-style pay applications) and OCIP/CCIP wrap-up programs.
• Hands-on experience with prequalification platforms such as ISNetworld, Avetta, or Highwire.
• Experience with ServiceTrade or a similar field-service CRM, and with an ERP or accounting system.
• Notary Public commission, or willingness to obtain one (many prequalification and compliance documents require notarization).