Billing Specialist/Customer Service Representative (CSR)

Job Summary
The Billing Specialist/CSR is responsible for creating invoices from detailed work orders, maintaining the service department’s accounts receivable, and assisting with various administrative tasks. This role requires providing high levels of customer service, managing work orders, and resolving scheduling issues. A proactive, adaptable approach to problem-solving is essential for success in this role.

Essential Functions

Responsibilities

• Process accurate and timely invoices for the service department.
• Obtain and interpret information from service technicians, dispatchers, and the service manager to ensure accurate billing.
• Use ComputerEase search order center to verify all work orders are up to date
• Obtain management approval for any service invoice adjustments.
• Post and review all invoice entries from the service module, correcting errors daily.
• Administer and process contract maintenance invoices.
• Verify costs for preventative maintenance contracts into accounting software.
• Reconcile unbilled tickets at the month-end.
• Assist customers with account inquiries and process credit card payments through QR code.
• Assist with collections as needed.
• Send invoices daily by email or mail based on customer preference.
• Maintain knowledge of company warranty and sales policies.
• Follow all company safety protocols.
• Provide backup support for dispatching
• Issue Purchase Orders and update as received from the field to ensure timely billings.
• Perform follow up calls to collect on all service related billings.

CSR Responsibilities

• Handle incoming department calls and notify customers of delays, work order status, or reschedules.
• Update and maintain customer information in the software system.
• Monitor and relay email and cell phone communications accurately.
• Customer follow up after every service call.

Backup Dispatcher:

• Create and coordinate work orders for service technicians.
• Maintain dispatch board and communicate with technicians

Key Competencies:

• Strong communication skills (both written and verbal)
• Dependability and reliability
• Effective prioritization and time management
• Strong attention to detail and problem-solving abilities
• Team collaboration and personal effectiveness
• Clear understanding of cost accounting as it relates to accurate billing of service tickets

Supervisory Responsibility:

This position has no supervisory responsibilities.

Work Environment:

This job is operated in an office setting with standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands:

This role is largely sedentary but may require occasional lifting up to 25 lbs. and filing tasks that involve bending, twisting, or standing. The employee will also be required to walk, use hands to operate office equipment, and reach above shoulder height as needed.

Position Type and Hours:

This is a full-time position in office, Monday through Friday, 8 a.m. to 5 p.m.

Travel:

Local travel is not required for this position.

Required Education and Experience:

• Prior billing experience.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Customer service experience.
• Familiarity with office equipment (e.g., postage, copiers, fax machines).
• Basic accounting knowledge.
• High school diploma or equivalent.
• Basic clerical and data entry skills
• Continuous immersion in HVAC terms and processes to assist with customer support

Additional Eligibility Qualifications:

• Must possess a valid state driver’s license (or be able to obtain one).
• Must maintain a satisfactory driving record and proof of car insurance.

What Sets Us Apart:

• Innovation Hub: We actively encourage fresh ideas and creative thinking. Innovation is in our DNA.
• Development Opportunities: We invest in your professional growth through workshops, mentorships, and certifications.
• Collaborative Spaces: Our open-door policy fosters a culture of collaboration. Ideas and feedback are always welcome.

Join Us!

If you’re passionate about teamwork, integrity, and making a lasting impact, KMS is the place for you. We value Integrity, encourage innovation, and appreciate every individual's contribution.

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Shift:

• 8 hour shift

Ability to Commute:

• Tulsa, OK 74115 (Required)

Ability to Relocate:

• Tulsa, OK 74115: Relocate before starting work (Preferred)

Work Location: In person

Salary : $18 - $22