Billing Specialist

Position Title: Billing Specialist
Company:  Hoffman Mechanical Solutions
Reports to: Billing Manager

Summary

The Service Billing Specialist provides administrative and clerical support to the Service Department and reports directly to the Billing Manager. Keen attention to detail is important when tracking and verifying Service Technician work for reconciling to bill customers. The Service Billing Specialist is responsible for compiling fees, charges, materials or subcontract services provided when preparing invoices and billings. Exceptional interpersonal skills, through written or verbal communication are essential as the Service Billing Specialist is in regular contact with Service Technicians, other departments, and customers. Other job duties as assigned.

 Hoffman Mechanical Solutions, Inc. is a company focused on being #1 in the HVAC industry in providing the most innovative HVAC solutions through superior design and customer service.

Essential Job Functions and Responsibilities: 

• Perform accurate and timely billing of client accounts
• Prepare invoice data entry using Viewpoint, and maintain file documentation per accounting guidelines.
• Generate pro forma invoices as needed.
• Review details of each work order, pursue details from customer, subcontractors, suppliers’ technicians and service coordinator as needed
• Generate financial reports using Viewpoint tool
• Research unresolved payment issues and/ or billing discrepancies to reconcile outstanding invoices
• Utilize Technician Work orders and verbal communication to clarify billing scope and cost details, document details and add to work order file.
• Track and verifies Service Technicians inventory when inventory applies.
• Assist with completing contract documents or generate specific billing documents when required for complex customers.
• Performs other general administrative duties as assigned.
• Flexibility to deviate work hours to meet deadlines.
• Familiarity with Viewpoint service tool for data entry of billing process.
• Familiarity with commercial HVAC repairs to facilitate interpretation of invoice scope documentation.

Education and Experience:

• 2-4-year college degree/certification preferred
• 2-4 years’ experience in billing for a service trades such as: HVAC, Plumbing, Electrical, or Refrigeration is a plus.

Skills:

• Excellent verbal and written communication skills
• Excellent time management and coordination skills
• Proficient in Microsoft Suites (Word, Excel, Outlook, etc.)
• Desire to exceed customer expectations
• Strong verbal, written, analytical, and problem-solving skill
• General accounting principles, knowledge of accounts receivable, proficiency in software and multi-tasking are critical skills

Physical Demands:

• Standing: Frequently
• Walking: Frequently
• Sitting: Frequently
• Handling/Fingering: Frequently
• Bending: Frequently
• Pushing/Pulling 12 lbs. or less: Frequently
• Lifting/Carrying 10 lbs. or less: Frequently
• Lifting/Carrying 11-20 lbs.: Occasionally
• Reaching Outward: Occasionally
• Reaching Above Shoulder: Occasionally
• Squatting/Kneeling: Occasionally

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman Mechanical Solutions, Inc. 

No phone calls or drop-ins please.  

EEO Employer/Vets/Disabled