Billing Specialist

Billing Specialist

We are seeking a high-performing Billing Specialist with a strong foundation in accounting and a passion for solving problems. This role is ideal for someone who thrives in a fast-paced environment, demonstrates exceptional attention to detail, and possesses advanced analytical thinking. You will be responsible for managing complex billing operations for service calls, installations, maintenance agreements, and parts. This includes overseeing billing workflows, resolving discrepancies, and driving process improvements. Candidates must have an Associate's degree in Accounting (or related) and at least 2 years of billing or accounts receivable experience.

Primary Duties and Responsibilities:

• Operate with a high level of customer service
• Generate and issue accurate invoices for HVAC services, installations, maintenance contracts, and parts
• Audit work orders, job costing, and technician notes to ensure billing integrity and compliance
• Validate service ticket completion and job closure documentation prior to invoicing
• Monitor and follow up on outstanding receivables; initiate customer outreach for payment resolution
• Collaborate with technicians, project managers, and dispatch personnel to resolve billing discrepancies
• Maintain comprehensive billing records and customer account files in accordance with audit and regulatory standards
• Support monthly statement preparation, collections efforts, and payment application processes
• Reconcile customer accounts and resolve payment discrepancies
• Contribute to month-end revenue reporting and financial tracking
• Ensure compliance with internal controls and external regulations (e.g., lien waivers, sales tax, contract terms)

Advanced Billing:

• Perform Billing Batch Reviews
• Manage and respond to inquiries via the Billing Email channel
• Investigate and resolve Billing Issues with urgency and accuracy
• Conduct Collections Invoice Reviews and support collection efforts
• Process and track Credit Requests and apply Credits accurately
• Review Daily Cash Receipts and ensure proper posting
• Manage Invoice Holds and monitor Invoices in Process
• Track and follow up on Past Due accounts
• Oversee Posting Inventory related to billing transactions
• Execute Agreement Billing for service contracts
• Identify and prepare jobs marked Ready for Billing
• Process Refunds and ensure proper documentation
• Process Service Billing with urgency and accuracy
• Process Voids and maintain audit trails
• Administer multiple Billing Portals and ensure data consistency across platforms

Leadership & Growth Expectations:

• Demonstrate strong problem-solving skills and take initiative to resolve complex billing challenges
• Exhibit exceptional attention to detail in all aspects of billing and documentation
• Apply analytical thinking to identify trends, improve processes, and reduce errors
• Communicate effectively with internal teams and customers to ensure billing clarity and resolution
• Show readiness to lead billing operations, mentor junior staff, and contribute to strategic improvements

Required Qualifications:

• Associate's degree in Accounting, Finance, or a related field
• Minimum of 2 years of billing or accounts receivable experience (service-based or project-driven environment a plus)
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word)
• Strong analytical skills and attention to detail
• Excellent written and verbal communication skills
• Ability to work independently and manage multiple priorities in a fast-paced setting

Preferred Qualifications:

• Experience with flat-rate pricing, time and materials billing, and contract billing models
• Knowledge of lien rights and state-specific billing regulations
• Proficiency in accounting software such as QuickBooks, Sage, or similar platforms
• Experience supporting financial audits or internal compliance reviews

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled