Billing and Collections Specialist

Location: Medford, MA (Onsite – 5 days/week)

Department: Administration | Reports To: Accounting Manager

About Fire Equipment Inc. (FEI)

Fire Equipment Inc. (FEI) is a trusted leader in fire protection services across New England. With over 90 years of experience, FEI provides complete fire safety solutions—from design and installation to inspection, testing, and maintenance. Our team takes pride in delivering high-quality workmanship, operational excellence, and exceptional service to both our customers and employees.

Position Summary

The Billing & Collections Representative plays a key role in managing customer accounts, ensuring accurate billing, and driving timely collections of outstanding balances. This position works closely with internal billing teams and customers to resolve discrepancies, maintain account accuracy, and support overall cash flow. This is a hands-on, execution-focused role requiring strong attention to detail, organization, and communication. The ideal candidate is comfortable working in a fast-paced environment, managing multiple priorities, and maintaining positive customer relationships while enforcing payment expectations.

Responsibilities

Collections & Accounts Receivable

• Contact customers regarding past-due invoices and outstanding balances
• Monitor and follow up on payment arrangements to ensure compliance
• Resolve billing discrepancies impacting collections in a timely manner
• Maintain accurate notes and status updates on customer accounts
• Partner with internal teams to escalate and resolve delinquent accounts

Billing & Invoicing Support

• Assist with invoice review and ensure billing accuracy prior to distribution
• Support the preparation and processing of customer invoices
• Investigate and resolve billing inquiries, disputes, and discrepancies
• Ensure customers understand billing procedures, terms, and expectations
• Coordinate with operations and service teams to validate billable work

Customer Communication & Account Management

• Respond promptly to customer inquiries related to billing and account status
• Maintain professional and positive relationships while enforcing collections policies
• Work cross-functionally with internal departments to support account resolution
• Communicate effectively with customers regarding payment timelines and expectations

Administrative & Operational Support

• Support day-to-day collections and billing operations
• Maintain organized and accurate documentation of customer interactions and account activity
• Assist with reporting and tracking of collections performance and aging
• Contribute to process improvements and workflow efficiencies

Additional Responsibilities

• Perform other duties and administrative tasks as assigned to support business operations

Requirements

• 2–5 years of experience in collections, billing, accounts receivable, or related administrative role
• Strong understanding of billing processes and collections practices
• Excellent communication and customer service skills
• Strong organizational, problem-solving, and analytical abilities
• Ability to manage multiple priorities in a fast-paced environment
• High attention to detail and accuracy
• Proficiency in Microsoft Office (Excel strongly preferred)
• Experience with CRM or ERP systems (Salesforce or similar a plus)

Pay

Hourly Rate: $34.00 – $38.50 per hour (based on experience)

Benefits

• Comprehensive benefits package (medical, dental, vision)
• 401(k) with company contribution
• Paid time off, holidays, and sick time