Operations Specialist

Who We Are

Who We Are:  

At Encore Fire Protection, we are proud to be the East Coast's largest full-service fire protection company, serving over 90,000 customers from Maine to Louisiana. Our team of more than 2,400 dedicated employees provides customized fire protection solutions that protect lives and property every day.   

Our goal is to deliver a unique experience to those who depend on us to make their lives safer and easier. We are passionate about growing with purpose, driving real innovation, and creating a winning culture built on teamwork, success, and an unwavering commitment to safety.   

Our mission?To be the best fire protection company the industry has ever seen. 

The Opportunity 

Project work is where Encore’s planning meets real-world execution. Permits need to be right, documentation needs to be clean, and billing needs to match what we sold and delivered. This role exists to keep those details aligned and keep projects moving. 

As a Project Specialist, you support project work by coordinating documentation, permit-related workflows, and customer billing requirements. You bring organization to the moving parts, help spot issues before they become delays, and keep communication clear between internal teams and external stakeholders. 

Key Responsibilities 

Projects run on coordination. This position is the glue between what gets sold, what gets built, what gets approved, and what gets billed. Your focus will be on a few core areas: 

• Prepare, submit, and track permit applications and supporting documentation for fire protection projects 

• Ensure permit, inspection, and closeout documentation is complete, accurate, and aligned with applicable codes, standards, and customer requirements 

• Build and maintain strong working relationships with regulatory agencies and authorities having jurisdiction, supporting smooth permitting and inspection cycles 

• Maintain clear trackers for permit status, inspection schedules, approvals, and next steps, keeping internal teams informed and aligned 

• Coordinate responses to permit or inspection findings, collaborating with field and design teams to address cited issues and help drive corrective actions to resolution 

• Maintain a log of violations, resolutions, and correspondence for audit readiness, internal reporting, and project documentation 

• Support monthly customer invoicing, aligning billing to customer requirements and Project Manager direction to ensure timely and accurate invoicing 

• Match billing to contract quotes and project scope, noticing even the smallest differences and escalating discrepancies before invoices go out 

• Coordinate with project team members to support accurate tracking of project costs, including time entries, vendor invoices, and supporting documentation used for project reporting 

• Review billing backlog and help remove obstacles by coordinating with Project Managers, internal teams, customers, and other stakeholders as needed 
• Maintain organized project files and documentation, supporting consistent processes across teams and locations 

What You Bring to the Table 

• High school diploma or equivalent 

• 3+ years of experience supporting construction or project-based work, such as project coordination, project administration, billing support, or permitting 

• Fire protection experience, or experience supporting permitting and billing in a construction environment with regulated inspections 

• Strong attention to detail, especially when comparing quotes, scopes, and billing documentation 

• Comfortable managing multiple priorities and timelines without losing track of follow-ups 

• Clear communication skills and the ability to work cross-functionally with Project Managers, field teams, design partners, and customers 

• Confidence working in systems and spreadsheets, and a willingness to learn new tools quickly 

What Will Make You Stand Out? 

• You have experience supporting fire protection projects, or have worked in a trade-based contracting environment 

• You have supported permit coordination or worked with inspectors or regulatory agencies as part of project execution 

• You have experience coordinating customer billing requirements, invoice timing, or job-cost related billing support 

• You have a track record of catching discrepancies early, aligning teams, and preventing rework 

• You are comfortable working in a high-growth environment where processes evolve, and you help make them better as you go 

Beyond the Paycheck 

At Encore, we’re all about creating a culture where success is celebrated. We recognize that our work makes people’s lives safer, and we reward those who contribute to our growth. Here’s what you can expect: 

• Competitive Salary: Compensation commensurate with your experience, with the opportunity to earn performance-based bonuses tied to your personal effectiveness and contributions to the team.  

• Purpose-Driven Work Environment: We believe in working smarter, not harder. You’ll be part of a culture that values results, and we empower our team to focus on impactful work.  

• Flexible Dress Code: Upon joining, you’ll receive branded Encore swag, and we believe in dressing for the objective, not the occasion. Most days, you can enjoy a casual work environment, but we’ll dress up when the situation calls for it.  

• People-Focused Culture: We know our greatest strength is our people. That’s why we’ve built a culture that encourages experimentation, learning, and improving together. You’ll have the space to share your ideas and help shape a company that is constantly growing.  

• Tools for Success: Access to leading-edge web-based productivity tools.  

• Health and Wellness: Comprehensive medical, dental, and vision coverage through Blue Cross to keep you and your family healthy.  

• Retirement Planning: Participation in our Fidelity 401(k) plan with a company match, helping you save for your future.  

• Life Insurance: Company-paid life insurance policy of $50,000 to give you peace of mind. 

Salary commensurate with experience with opportunity for a results-driven bonus based on personal output and effectiveness in role. Expected salary range between $50,000-$65,000. 

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EEO Statement

Encore Fire Protection is an Equal Opportunity Employer. 

Encore Fire Protection is an E-Verify Employer. 

As an EEO/AA employer, Encore Fire Protection considers applicants for employment without regard to, and does not discriminate based on gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.