Senior Billing Specialist

Reporting to the Office Operations Manager, the Senior Billing Specialist will research project and service billings and use job reports to ensure timely invoicing of services performed. Performs various clerical activities and administrative duties in the billing department including data entry, information verification, and invoice generation. Identifies, flags, and monitors overdue or unpaid accounts for further action and analysis. Records payments and reconciles accounts to facilitate up-to-date and accurate financial records. Gathers pertinent account information to assist with researching invoice discrepancies and errors. Performs root cause analysis to resolve escalated discrepancies. Manages follow-up notifications and may respond to complex billing inquiries. Follows policies, procedures, and controls to validate customer billing information, invoice amount, and order details. Issues purchase orders and performs reconciliation in ERP system. 

RESPONSIBILITIES: 

• Processes billing requests in accordance with established policies, procedures, and timelines. 

• Audits and processes outstanding open tickets and work orders. 

• Generates and issues invoices for commercial and residential HVAC services. 

• Regularly reviews billing reports, researches, and collaborates with team to verify completion of services, and resolve billing discrepancies. 

• Identifies, flags, and monitors overdue or unpaid accounts for further action and analysis. 

• Utilizes ERP system to issue purchase orders. 

• Maintains accurate and organized billing records. 

• Proactively prepares bills in advance of due dates by keeping a calendar of billing deadlines. 

• Submits invoices in 3rd party web portals. 

• Professionally contacts customers regarding account status and past-due balances. 

• Processes customer payments. 

• Performs miscellaneous tasks, such as other administrative duties, filing, and reporting as assigned. 

MINIMUM AND/OR PREFERRED QUALIFICATIONS:   

EDUCATION: 

• High School Diploma or GED equivalent 

EXPERIENCE:   

• 4+ Years Experience in a billing or accounting role. 

• Preference for experience in the HVAC, construction, or service industry. 

CERTIFICATES, LICENSES, REGISTRATIONS:  

• None 

SKILL REQUIREMENTS: 

• Demonstrated experience with a billing/accounting system or ERP system. 

• Strong Attention to detail. 

• Ability to work independently. 

• Organized with the ability to multi-task in a fast-paced environment. 

• Excellent verbal and written communication skills. 

• Strong computer skills, typing abilities, and knowledge of Microsoft Office. 

PHYSICAL DEMANDS 

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  

WORK ENVIRONMENT: 

This job operates in both an office and a field environment. Must be able to sit and/or stand for extended periods of time.    

REASONABLE ACCOMODATION: 

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential job functions unless doing so presents an undue hardship on the Company’s business operations.    

OTHER DUTIES: 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.  Employees understand the above job description and agree to comply with and be subject to its conditions. Employee further agrees this job description does not alter his/her at-will employment status. Employees understand the Company reserves the right to delegate, remove, expand or change all responsibilities. Employees acknowledge that he/she can fulfill the above duties with or without reasonable accommodation.