Office Operations & Accounting Coordinator

Office Operations & Accounting Coordinator

San Francisco, CA ● Full-time

The role

We’re looking for a highly organized, action-oriented Office Operations & Accounting Coordinator who takes pride in accuracy, ownership, and making things run well.

Aura Fire Safety is a fast-growing, local, family-owned fire and life safety company based in San Francisco. Our office is the hub for both our field and office teams — it’s where technicians come to restock, grab supplies and snacks, connect with teammates, and reset between jobs. It’s also where accurate billing, collections, and administrative follow-through keep the business healthy.

In this role, you’ll own accounts receivable, invoicing, and collections end-to-end, while also taking responsibility for the office environment and systems that support our team day to day. You’ll help ensure invoices are accurate and sent promptly, payments are followed up consistently, supplies are stocked and easy to find, and the office is organized, welcoming, and efficient. You’ll play a direct role in maintaining healthy cash flow and in creating an office setup that supports focus, flexibility, and community.

This is a highly executional role for someone who biases toward action, picks up the phone to get things done, and is always looking for ways to improve how systems work.

This role reports to company leadership and works closely with our Operations Manager and Project Managers. It is full-time and based in San Francisco.

About you

You’re someone who combines precision with momentum.

You care deeply about accuracy. You don’t gloss over details or settle for “close enough.” You take pride in invoices being correct, descriptions being clear, numbers tying out, and records being clean. You understand that small errors create real downstream problems, and you’re diligent about preventing them.

You are biased toward action. When an invoice is overdue, you pick up the phone and are tenacious about finding the person responsible for payment. When something is unclear, you ask questions. When a process isn’t working, you don’t wait for permission to suggest a better way.

You enjoy creating order in shared spaces. You see the office as more than desks and shelves — it’s a working hub for people coming in and out all day. You’re excited about improving layout, organizing supplies, and setting up flexible workspaces that make it easier for people to do good work and feel connected.

You think in systems. You’re always looking for ways to make recurring tasks more efficient, clearer, or more reliable — whether that’s billing workflows, inventory tracking, or how supplies are stored and accessed.

This role is a strong fit for someone who enjoys hands-on execution and ownership, and who is interested in growing along an accounting or finance path, rather than people management or senior operations leadership.

You might be a good fit for this role if you are:

• An accounting or administrative professional with experience in invoicing, accounts receivable, or office operations
• Comfortable owning collections and communicating directly with customers about payment status
• Highly organized, reliable, and detail-oriented
• Experienced in a service-based, construction, or trades environment (a plus)

Day-to-day

As an Office Operations & Accounting Coordinator, your core focus will be keeping cash flow strong and the office running smoothly as a hub for the entire team. You will:

Accounting, invoicing, and accuracy

• Prepare and send all customer invoices accurately and on time
• Work with our operations team to improve systems for invoicing, payments, and collections.
• Send all permit fee invoices within 2 business days of permit issued. 
• Ensure a high standard of invoice accuracy, including correct pricing, quantities, and clear, professional descriptions of services performed
• Own accounts receivable, including tracking outstanding balances and proactively following up on overdue invoices
• Communicate directly with customers via phone, email, and text message to resolve billing questions and collect payment when needed
• Maintain a rate of 95 % payment issuance within 90 days of invoice
• Apply and track customer payments accurately
• Support light bookkeeping tasks, including transaction categorization and maintaining clean, well-organized financial records
• Flag discrepancies, errors, or recurring issues and take ownership of fixing them
• Manage the billing inbox and respond to all client emails within 1 business day. 
• Answer all inbound billing calls and help clients with questions around their invoices, payments, etc as they come in. Respond to any missed calls or voicemails within 1 business day.

Office operations, layout, and systems

• Own the day-to-day functioning of the office as a shared hub for field and office staff
• Maintain a clean, organized, and welcoming office environment
• Manage incoming and outgoing deliveries, shipments, and materials
• Order, restock, and organize office and field supplies (tags, inspection forms, invoices, labels, snacks, cleaning supplies, etc.)
• Track inventory levels for inspection equipment and usage patterns to prevent shortages or inefficiencies.
• Work with leadership to improve office layout and setup, including creating flexible workspaces that support different working styles
• Build and refine clear and scalable systems for inventory, supply access, and office organization so things stay efficient over time

You will not be responsible for project closeout documentation or CPA coordination, but you’ll work closely with the operations and project teams to ensure billing and office systems support smooth execution in the field. You will not be responsible for answering calls unrelated to billing. 

About Aura Fire Safety

Aura is a fire and life safety company based in San Francisco. We provide services across fire alarms, sprinklers, suppression systems, extinguishers, and exit lighting — from design and installation to inspection, maintenance, and repair.

We’re a tight-knit, family-owned business led directly by the owners, who bring decades of experience building and operating successful companies. Since acquiring Aura, we’ve grown revenue, improved margins, and built a strong reputation for high-quality work and excellent customer service.

We live out our values every day: humility, thoughtfulness, respect, and responsibility. We expect people to take ownership of their work, support one another, and grow alongside the company. We work hard, but we also believe in balance and sustainability.

Benefits and compensation

• $63,000-$70,000
• In office preferred, hybrid role considered for the right candidate
• Health, dental, and vision insurance
• 401(k) with company match
• 2 weeks PTO and 9 paid holidays
• Support for professional development and skill building

Aura Fire Safety is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and strongly encourage people from underrepresented backgrounds to apply.