Operations Compliance Coordinator

Description

Associated Fire Protection is currently recruiting for an Operations Compliance Coordinator. We’re dedicated to delivering exceptional quality service experiences to our customers.   In this role, you will ensure accuracy and compliance. Reviewing inspection reports will ensure that our work meets regulatory standards and client expectations. At the same time, careful verification of timesheets will help maintain accurate payroll and time sheet entry, billing, and job cost tracking. Your work will directly support operational efficiency, client satisfaction, and team trust.

About Us

Associated Fire Protection, founded in 1947, is a leader in fire protection and life safety. We have offices located through New Jersey and New York, as well as a branch in Utah. We are seeking motivated individuals to join our growing team. While previous experience in fire protection is a plus, we are also looking for people looking to make a change to an industry that is dedicated to protecting lives and property. We are very passionate about our work, but understand that our family, friends and other interests play an important role in our lives. If you are thinking about making a change, give us a shout.

Job Specific Functions to include but are not limited to:

• Review and verify inspection reports and workorders for completeness, accuracy, and compliance with company and industry standards.
• Identify discrepancies, missing information, or non-conformances, and coordinate with technicians to resolve them promptly.
• Review employee timesheets for accuracy in hours worked, pay codes, and compliance with workorders and company policies.
• Flag and resolve inconsistencies by liaising with supervisors and team members.
• Prepare summary reports highlighting trends, recurring issues, and recommendations for process improvements.
• Support internal audits and contribute to continuous improvement initiatives in reporting and timekeeping processes.
• Prepare and send invoices to customers for goods or services and provide and assist with collections as needed. 
• Handle billing inquiries and provide support to customers via phone or email.
• Perform database management, including but not limited to updating customer records in the billing system.
• Attend field training with technicians on various job site locations. 
• Serve as primary for customer service, providing excellent customer service and maintaining relationships with customers, vendors and staff.
• Assist with all operations department functions as needed.
• Assist team supervisor as well as various other departments with functions as needed.
• Serve on the emergency service manager rotation after a period of service.

General Functions

• Communicate effectively with customers, vendors, employee and other correspondences.
• Comply with federal, state, and company policies, procedures, and regulations.
• Attitude and actions are in line with company’s mission statement, vision and values.
• Show initiative by sharing ideas that may increase company profitability and help the company reach its goals.

Benefits Offered

• This position offers benefits including Medical Care, Dental Care, and Vision Care.
• Competitive pay.
• Paid time off (PTO) and sick leave.
• Supplemental Life and Supplemental Insurance.
• Flexible spending (FSA), medical, dependent care (DCA), and commuter benefits.
• 401k.

Associated Fire Protection is an Equal Opportunity and Affirmative Action Employer, including disability.

Requirements

Additional Requirements/Experience including but not limited to:

• Proven experience in quality control, inspection documentation, or administrative auditing.
• Two years of related experience scheduling is preferred.
• Excellent organizational skills are required.
• Excellent communication skills for collaborating with customers, vendors, employees and other stakeholders. 
• Familiarity with inspection processes, quality standards, and fire protection codes is preferred. 
• Must have experience working with Microsoft Office in particular, Microsoft Word, PowerPoint and Excel.
• Ability to work independently, manage multiple priorities, and meet deadlines without sacrificing quality.
• Must be able to keep appointments and show up to work on time. 
• Must be able to report to work in person, attend in person meetings; travel to various job sites and customer locations if needed. 
• Must be able to pass pre-employment physical, drug screen and any applicable background screens/checks.
• Must be a team player and treat others with respect.
• The position has frequent periods of stress. Ability to work in a fast-paced environment and under pressure as needed.
• Must be able to understand and comply with the company’s safety and employment policies
• Ability to make sound decisions. This may include making on-the-spot decisions.

DISCLAIMER:

The physical efforts and working conditions are not limited to those listed in this job posting and may change at any time. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the described essential functions of the position. Additionally, the various job functions and requirements are not limited to the items listed here.