What are the responsibilities and job description for the Schedule and Invoice Manager position at Precision Fire Systems?
Job Description:
The Schedule & Invoice Manager plays a critical role in ensuring efficient scheduling of inspections/work orders and accurate billing for commercial fire protection services. This position executes daily scheduling of technicians, executes customer communication related to service dates and invoices, ensures timely, precise invoicing for installation, inspection, and service work, and collection of payment for invoices. The ideal candidate is highly organized, detail-driven, and comfortable working in a fast-paced environment where accuracy and customer responsiveness are essential.
Key Responsibilities
Scheduling & Coordination
- Develop, manage, and adjust daily and weekly technician schedules for inspections, service calls, repairs, and installation projects.
- Coordinate with customers to confirm appointments, access requirements, and site readiness.
- Prioritize jobs based on urgency, compliance deadlines, customer needs, and technician skill sets.
- Communicate schedule updates, delays, and changes to technicians and customers.
- Maintain scheduling systems or software to ensure accurate and real-time visibility of assignments.
Invoicing & Financial Accuracy
- Prepare, review, and issue invoices for all services, including inspections, repairs, installations, and emergency calls.
- Verify labor hours, materials, subcontractor charges, and contract terms before generating invoices.
- Work closely with technicians and managers to resolve discrepancies in job details or billing data.
- Track open invoices and collaborate with the Accounting/AR team on aging reports and follow-ups. (Weekly invoice reminders, customer follow-up, etc.)
- Ensure invoicing aligns with industry regulations and company policies.
Administrative & Operational Support
- Maintain accurate records of completed jobs, inspection reports, and service documentation.
- Manage phone and email communications with customers, technicians and management team
- Provide status updates to customers and internal management
- Recommend improvements to scheduling workflows and billing processes
- Completed other duties as assigned
Job Type: Full-time
Pay: $28.00 - $32.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
Work Location: In person
Salary : $28 - $32