Summary
The Billing Coordinator is responsible for overseeing the Company's billing and invoice-processing functions to ensure customers are billed accurately and on time and supplier invoices are processed efficiently. This position coordinates billing workflows, resolves invoicing discrepancies, monitors purchase orders and work orders, and ensures information is entered accurately into Company systems.
The Billing Coordinator serves as a primary point of contact for customers, suppliers, technicians, managers, and internal departments regarding billing matters. Successful performance in this role requires strong attention to detail, sound judgment, organization, and the ability to manage multiple priorities in a fast-paced environment.
Work is performed with a focus on accuracy, timeliness, accountability, process improvement, teamwork, and customer service.
Duties Include:
- Coordinate the daily billing and invoice-processing functions to ensure work is completed accurately and on time.
- Manage and monitor the APEnervise email account and ensure requests are addressed promptly and professionally.
- Review and process supplier invoice information accurately within Company software systems.
- Ensure customers are billed and suppliers are paid in a timely and accurate manner.
- Review billing documentation for accuracy and completeness before invoices are processed.
- Monitor billing activity and follow up on incomplete, delayed, or incorrect information.
- Research missing supplier invoices and resolve billing errors, discrepancies, and invoice disputes.
- Respond to billing and invoice-processing questions from suppliers, customers, technicians, managers, and internal departments.
- Manage purchase orders and work orders to support an accurate and timely invoicing process.
- Create purchase orders as needed to support field technicians and Company operations.
- Review work-order statuses and supporting documentation to identify and resolve issues that may delay billing.
- Maintain accurate billing records and supporting documentation.
- Develop, document, and maintain billing procedures, workflows, and internal controls.
- Identify opportunities to improve billing accuracy, efficiency, and turnaround time.
- Track recurring billing issues and coordinate with the appropriate departments to resolve underlying causes.
- Prepare billing reports and provide leadership with updates regarding outstanding invoices, processing delays, and billing concerns.
- Provide guidance and support to associates involved in billing, purchase-order, and invoice-processing activities.
- Coordinate and monitor billing-related work to help ensure deadlines and department expectations are met.
- Maintain positive working relationships with customers, suppliers, technicians, vendors, and fellow associates.
- Serve as an internal subject-matter expert on Company billing systems and procedures.
- Follow all Company policies, procedures, and confidentiality requirements.
- Perform additional duties as assigned.
Job Qualifications & Physical Requirements
- Must possess strong organizational and time-management skills.
- Must be capable of managing multiple tasks, deadlines, and changing priorities throughout the workday.
- Must demonstrate strong verbal and written communication skills.
- Must exercise professionalism, discretion, and sound judgment when working with customers, suppliers, managers, and associates.
- Must be proficient in Microsoft Office applications, including Outlook, Word, and Excel, and capable of learning Company software systems.
- Must be able to analyze billing information, identify discrepancies, and follow issues through resolution.
- Must be capable of working independently while maintaining effective collaboration with team members and managers.
- Must be able to handle sensitive financial and Company information with confidentiality.
- Must be capable of sitting, standing, walking, reaching, and operating standard office equipment throughout the workday.
- Hearing, vision, and communication abilities must be sufficient to communicate effectively through telephone, electronic, and in-person communication.
- Must be capable of working in a fast-paced office environment with frequent interruptions and changing priorities.
Requirements:
- High School Diploma or GED.
- Minimum three (3) years of experience in billing, invoicing, accounts receivable, accounts payable, or a related administrative function.
- Previous experience coordinating billing workflows or owning billing processes preferred.
- Experience working with purchase orders, work orders, billing systems, and invoice-processing workflows preferred.
- Strong computer proficiency, including Microsoft Outlook, Word, and Excel.
- Excellent customer service and communication skills.
- Strong attention to detail, organization, and follow-through.
- Ability to maintain confidentiality and professionalism.
- Ability to pass required background screening and employment requirements.
- Equivalent combinations of education, training, certifications, and relevant experience may be considered in lieu of specific requirements.
Education and Experience:
- Commercial HVAC, mechanical contracting, construction, facility services, or service operations experience preferred.
- Experience with service management, accounting, or billing software preferred.
- Knowledge of commercial HVAC service terminology, work orders, and customer billing processes preferred.
- Experience supporting technicians, field personnel, and operations teams preferred.