Service Billing Coordinator

Job Summary:

Integrated Fire & Security Solutions is seeking a detail‑oriented Service Billing Coordinator to support our Fort Myers, FL office. This in‑office role reports to the Service Manager and works closely with senior leadership. The position is responsible for service billing accuracy, coordination of service activities, permitting support, accounts receivable tasks, and general administrative duties. This is an in-office role and will primarily support the Fort Myers, FL market and surrounding areas.

We are looking for a task‑driven professional who excels in organization, accuracy, and customer service, and who can effectively manage multiple administrative and billing responsibilities in a fast‑paced service environment.

Essential Duties and Responsibilities:

• Schedule all routine and emergency service calls, routing technicians efficiently to minimize travel time between jobs.
• Answer the service line and provide backup coverage on the main line as needed.
• Maintain the service department's vendor and subcontractor directory, along with a client database covering service needs, installed systems, and equipment brands.
• Review completed service calls to confirm all labor and materials are accurately recorded.
• Issue purchase orders and order materials from vendors as jobs require.
• Resolve client concerns and escalations professionally, handling inquiries with a service-first approach.
• Follow up on open service needs and reschedule technicians or subcontractors as required to complete work.
• Build lasting relationships with clients and service providers, and monitor service quality to identify areas for improvement.
• Prepare and notarize cancellation letters, distributing copies to customers and authorities having jurisdiction (AHJs) as required by statute.
• Monitor client portals and third-party work-order systems for incoming service requests, then create and dispatch calls in our service management platform.
• Monitor system-monitoring software for units not communicating with the central station, confirm the need for service with the customer, and open a call.
• Document work and status updates in client-facing portals as their reporting requirements dictate.
• Generate and send invoices for completed service and inspection calls once work and costs are verified.
• Prepare recurring invoices on a weekly cycle, apply corrections, and deliver them to customers.
• Partner with Accounts Payable on billing disputes and collections, and keep customer files current with required documentation.
• Support the sales team on customer proposal requests.
• Place individual zones or full systems on test at customer request for the specified duration.
• Walk customers through online and phone payment options, or direct them to the correct remittance address.
• Set up new non-contract customer accounts in the service management system.
• Own service invoicing for the Tallahassee and Fort Myers offices.
• Serve as operational support to the Inspection Manager for the Fort Myers and Tallahassee offices.
• Provide backup coverage as needed for the Fort Myers front desk and the Orlando and Tampa service coordinators.

Required Skills & Qualifications

• 2-4 years of relevant billing, administrative, or office experience
• Ability to work consistently in an in-office environment.
• Excellent attention to detail and accuracy in data entry.
• Strong communication skills for interaction with customers and internal teams.
• Ability to prioritize tasks and meet deadlines in a dynamic environment.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word, etc.)
• Proficiency in CRM systems or relevant Accounting software.
• Working knowledge of standard office equipment.
• Ability to work independently and remain task focused.