Office Manager

Administrative & Billing Coordinator

Snouffer's Fire & Safety LLC

About This Opportunity

At Snouffer's Fire & Safety LLC, we protect what matters most — lives, property, and peace of mind. Behind

every technician in the field is an organized, sharp office team keeping everything running smoothly. As our

Administrative & Billing Coordinator, you'll be the operational backbone of our company — managing billing,

scheduling, customer communication, and day-to-day office administration that keeps our crews moving and

our accounts healthy.

We're looking for a detail-oriented, self-motivated professional who takes pride in accuracy, communicates

confidently with customers and vendors, and thrives in a fast-paced small-business environment. If you're

someone who likes wearing multiple hats and being the person everyone depends on — this role is for you.

Total Compensation & Benefits

Starting Pay: $17.50/hour ($700/week)

Weekly breakdown (40 hours/week):

Taxed paycheck: $450/week ($23,400/year)

Office per diem: $250/week ($13,000/year)

Total weekly: $700 (~$17.50/hour take-home)

Taxed paycheck: $450/week ($23,400/year)

Office per diem: $350/week ($18,200/year)

Total weekly: $800 (~$20.00/hour take-home)

Per diem covers office expenses and daily incidentals — non-taxed reimbursement

Performance Bonuses

In addition to your base pay, you have the opportunity to earn a Recovery Bonus based directly on your results:

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Recovery Bonus — Earn bonus pay for successfully resolving past-due accounts and recovering aging

balances. The older and harder the account, the more it counts. This bonus rewards persistence and

follow-through — not just activity, but results.

The Recovery Bonus is designed to reward the person who doesn't let money slip through the cracks. If you're

the type who follows up, stays persistent, and gets results — you'll earn more.

Why We Structure Pay This Way

Your pay is structured in two parts: a taxed W-2 paycheck and a non-taxed office per diem. Your W-2 income

is what's reported to the IRS — and when you purchase health insurance through the ACA Marketplace

(Healthcare.gov), your premium subsidies and cost-sharing assistance are based on that reported W-2 amount.

This structure may allow you to qualify for significantly better coverage at a lower monthly cost — saving you

hundreds or more per year on health insurance.

We always back up your full income. If you ever need to show your complete earnings — for a mortgage, car

loan, apartment rental, or any financing — we provide official pay stubs and written income verification letters

documenting your full combined pay. Your total earning power is always verifiable and fully supported by us.

Health Insurance: Up to $200/month

We fully reimburse your individual health insurance premiums purchased through Healthcare.gov (up to

$200/month = $2,400/year value). You choose the plan that works for you; we cover the premium.

Eligibility: Available after 90 days. Can enroll during open enrollment or with qualifying life events (new job,

marriage, birth, loss of coverage).

Paid Time Off

Sick Leave (Available after 90 days):

5 days per year, front-loaded at start of eligibility

Unused sick days paid out at year-end on last check (1x rate)

Vacation Time (Available after 1 year):

Years 1–4: 5 days paid vacation per year

5 years: 10 days paid vacation per year

Can carry up to 2 years of vacation time (capped at 2 years accrual)

Any excess over the 2-year cap paid out at year-end (1x rate)

Retirement Savings Program

$50/week employer contribution ($2,600/year) into money market account

Funds grow with interest over time

Vests after 10 years of continuous service

Long-term loyalty benefit for career professionals

What Else You Get

All computer equipment and office supplies provided

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Stable, consistent 40-hour work week — no nights, no weekends (typically)

Clear path to raise after 90 days with continued growth opportunities

Direct impact on company revenue — your work matters and is recognized

What You'll Do

As our Administrative & Billing Coordinator, you're the hub of our office operations. You'll manage the flow of

information between field crews, customers, and management — while keeping our billing, scheduling, and

records sharp and up to date.

Core Responsibilities

Billing & Accounts Receivable:

Generate and send invoices for completed jobs accurately and on time

Track and follow up on outstanding balances and past-due accounts

Process payments and reconcile accounts in QuickBooks

Work with management to resolve billing disputes and discrepancies

Maintain organized records of all billing activity and collections

Submit billing to commercial accounts, property managers, and AHJ offices as needed

Prepare quotes and estimates for new service agreements and annual inspection contracts

Track and manage service contract renewals — send timely reminders and follow up on expiring accounts

before they lapse

Coordinate with field technicians to ensure all completed work orders are captured and billed promptly —

no completed job should go unbilled

Process and submit deficiency reports and corrective action billing to customers and Authorities Having

Jurisdiction (AHJs) as required

Manage billing documentation for prevailing wage jobs when applicable, ensuring correct rates and

reporting compliance

Scheduling & Dispatch Support:

Schedule service calls, inspections, and installation jobs

Coordinate technician schedules based on location, availability, and job requirements

Confirm appointments with customers and send reminders

Adjust schedules as emergencies and changes arise throughout the day

Track job completion and update records accordingly

Manage scheduling across multiple service areas spanning OH, WV, and PA — coordinating crew availability

and travel time across branches

Prioritize and dispatch for emergency service calls, ensuring the right technician gets to the right location

with minimal delay

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Maintain a running technician availability calendar, tracking time-off requests and preventing scheduling

gaps before they become problems

Follow up with customers ahead of job dates to confirm site readiness — access arrangements, permits,

equipment staging, and any special requirements

Assist with quote-to-job handoff, ensuring all job details are accurately transferred from estimate to work

order to scheduled appointment

Customer Communication:

Answer incoming calls professionally and route or resolve as appropriate

Follow up with customers on estimates, pending work, and outstanding invoices

Handle customer inquiries, complaints, and service requests with professionalism

Communicate job status updates to customers and property managers

Build and maintain positive long-term customer relationships

Prepare and send service agreement proposals, renewal letters, and quote follow-up communications on

behalf of management

Proactively notify customers of upcoming required inspections, compliance deadlines, and any open

deficiencies that need correction

Document every customer interaction — calls, emails, complaints, and resolutions — and keep account

notes accurate and up to date

Relay job updates, site access needs, and customer concerns between field supervisors and customers to

prevent miscommunication

Assist in resolving service disputes by gathering job records, technician notes, and documentation to

support a clear, professional response

General Office Administration:

Maintain organized digital and physical filing systems

Draft and send correspondence, proposals, and follow-up communications

Assist with data entry, reporting, and document preparation

Order and track office supplies

Support management with day-to-day administrative needs as they arise

Assist with HR paperwork, onboarding documents, and personnel file organization

Maintain compliance documentation including business licenses, contractor permits, insurance certificates,

and inspection records across all operating states

Manage incoming mail, packages, and deliveries; coordinate with vendors, suppliers, and subcontractors on

procurement and delivery logistics

Support new employee onboarding — preparing hire packets, collecting required documents, setting up

personnel files, and ensuring all paperwork is complete before day one

Assist with company reporting including job profitability summaries, accounts receivable aging reports,

and weekly operations updates for management review

Serve as the primary point of contact for office vendor relationships — internet, phone, equipment leases,

and service agreements

Assist Branch Managers across OH, WV, and PA with administrative coordination, scheduling support, and

operational follow-up as directed

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What We're Looking For

Must Have:

Proficiency in QuickBooks — invoicing, payments, reporting, and basic bookkeeping

Strong computer skills — Microsoft Office (Word, Excel, Outlook), Google Workspace, and ability to learn

new software quickly

Excellent communication skills — professional phone manner, clear written communication, and confident

customer-facing presence

Scheduling and organizational ability — ability to manage multiple moving parts at once without dropping

the ball

Attention to detail — billing accuracy matters; errors cost money

Self-motivated — ability to manage your own workload and prioritize without constant direction

Reliable and punctual — show up ready, every day

Valid driver's license (no company vehicle provided; commute to office location required)

Nice to Have (We Value These):

Experience in a trades, construction, or service industry office environment

Prior billing or accounts receivable experience

Familiarity with service scheduling software

Experience handling collections or following up on aging accounts

Notary public certification

What Matters Most:

Reliability — we need someone we can count on, every day

Hustle — the billing bonus structure rewards people who go after collections and stay on top of accounts

Professionalism — you're often the first voice a customer hears

Problem-solver — think on your feet, figure it out, and keep things moving

Discretion — you'll handle confidential business and personnel information

Day-to-Day Realities

Work Location

Office-based position — work from our office location (no company vehicle provided)

40 hours per week, consistent schedule

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Occasional flexibility may be needed during busy seasons or for urgent matters

Work Environment

You'll work in a professional but casual small-business office environment. You'll interact daily with field

technicians, management, customers, and vendors. No two days are exactly alike — expect variety, the

occasional fire drill (figuratively), and the satisfaction of keeping a hard-working team organized and paid.

Growth & Development

We invest in people who invest in us. As our business grows, so does the opportunity for the right person in this

role. Potential paths include:

Office Manager — taking on broader team and operational responsibilities

Senior Billing / AR Specialist — as we add staff, leading the billing function

Operations Coordinator — expanding into project management, procurement, or vendor management

This role is ideal for someone who wants to be a critical part of a growing company, earn performance bonuses

on top of solid base pay, and build a long-term career in a stable, essential industry.

Ready to Apply?

If you're organized, driven, great with people, and ready to be the person who keeps everything running — we'd

love to hear from you.

Send your resume to: nwright.sfs@gmail.com

Don't have a resume? No problem — just send us an email with:

Your name and contact information

A brief summary of your office/administrative experience

Any software or programs you're proficient with

Contact:

Nicholas Wright

Operations Manager

Snouffer's Fire & Safety LLC

(740) 992-7075

nwright.sfs@gmail.com

www.sfsllc.co

Snouffer's Fire & Safety LLC is committed to providing equal employment opportunities. We value diversity and

encourage all qualified candidates to apply.

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Pay: $17.50 - $20.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $2,400 - $23,400