What are the responsibilities and job description for the Service Billing & Inspections Assistant position at Basesix?
We are seeking a highly organized and detail-oriented Service Billing & Inspections Assistant to support our billing and inspection scheduling processes for Fire Life Safety System Inspections. This position plays a critical role in ensuring accurate invoicing, timely inspection scheduling, and seamless coordination between internal teams, contractors, and end-user contacts.
This is an ideal role for someone who thrives in a fast-paced, deadline-driven environment, is proficient in Excel, and can manage complex workflows with minimal oversight.
Responsibilities for this role include,
Billing & Service Tickets:
- Finalize all service-related billing by the last week of each month.
- Sort and organize tickets by contract type using Excel.
Inspections & Repair Tracking:
- Review monthly calendar and identify scheduled inspections.
- Send inspection list to clients for confirmation of scheduling.
- Distribute inspection deficiencies to Internal representative for repair quote generation.
- Upload finalized inspection reports, invoices, and acknowledgments to Compliance software
- Update Excel-based Repair Tracking Spreadsheet to reflect:
- Whether a building requires repairs.
- When repairs are scheduled.
Inspection Scheduling:
- Prepare a monthly inspection list and coordinate availability with sub contractors.
- Send calendar invites to team members; update as needed based on feedback from clients.
- Maintain and update Master Inspection List weekly, reflecting schedule changes and closed reports in CLSS.
- Coordinate with team to ensure inspection completion and reschedule as necessary.
Additional Administrative Tasks:
- Manage follow-ups for part returns or delays, ensuring timely invoicing.
- Maintain organization of all invoice records and spreadsheets.
- Respond to urgent requests and adapt to evolving scheduling needs quickly.
Qualifications:
- 3 years experience in administrative coordination, billing, or project support, preferably in a service or construction environment.
- Proficient in Excel with strong data management and organizational skills.
- Familiarity with major work order/invoicing systems is a plus.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities and meet tight deadlines.
- Detail-oriented with a proactive, problem-solving mindset.
- Comfortable working independently while collaborating across multiple teams.
Preferred Skills:
- Knowledge of inspection processes, fire safety systems, or facilities management.
- Experience working with external vendors and internal stakeholders.
Location: Georgia
The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions
