Operations & Invoicing Coordinator (Security Systems) (AVS066)

Job description

We are seeking a detail-oriented and proactive Operations & Invoicing Coordinator to support our growing team. The ideal candidate will bring an accounting mindset to manage invoicing, past due follow-ups, and CRM updates while assisting in project coordination for our security system programming and access control solutions. This role is pivotal to the smooth daily operations of our services across South Florida—from West Palm Beach to Hialeah.

You’ll work closely with the business owner and team to manage data entry, customer reminders, and support both programming and referral processes related to our commercial and community-based security clients. A strong background in QuickBooks Desktop and database management is essential.

Task that will be assigned:

Generate, send, and track invoices using QuickBooks Desktop
Manage past due invoice reminders and follow-ups with clients
Maintain and update the Access Control Database
Support the programming process for security system projects
Assist in processing speeding ticket documentation for associations
Collaborate with clients including property management groups and hospitals
Help manage referral pipelines and CRM entries (note: system is different from standard CRMs)
Monitor and support project management tasks on a daily basis
Provide administrative and operational support to the internal team (2 employees + owner)
Help streamline communication between Evidence Security Systems and client communities
Key Skills & Competencies:

Proficient in QuickBooks Desktop
Strong understanding of basic accounting and invoicing processes
Experience with database systems and light CRM tools
Highly organized with excellent attention to detail
Comfortable working on daily recurring tasks and project coordination
Clear communicator, capable of following up professionally with clients
Self-starter who can work independently and collaborate with a small team
Experience Requirements:

2+ years in accounting, bookkeeping, or operations support roles
Familiarity with security systems industry, access control, or property management a plus
Prior experience supporting small businesses or working in cross-functional roles
Previous exposure to CRM platforms and project tracking tools

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