BILLING SPECIALIST

Summary:

 An established commercial refrigeration and HVAC company is currently seeking a qualified, dedicated and detail-oriented full-time Billing Specialist to join our team. The Billing Specialist will manage all aspects of billing operations, ensuring accuracy and efficiency in processing invoices, tracking payments, and resolving discrepancies. This role is essential for maintaining the financial health of our operations and ensuring that our service teams and customers receive timely and accurate billing information. 

Essential Job Duties:

• Invoice Management: Generate and issue accurate invoices to customers based on service agreements and work orders. Ensure all billable hours, materials, and other charges are correctly accounted for.
• Payment Processing: Track and record incoming payments, reconciling them with invoices. Handle payment discrepancies and follow up with customers as necessary.
• Customer Communication: Communicate with customers to clarify billing details, address any questions or issues related to invoices, and provide exceptional customer service.

• Account Reconciliation: Regularly review and reconcile of customer accounts with management to ensure all outstanding balances are identified.
• Reporting: Prepare and maintain billing reports and review aging reports with management. Provide regular updates to management on billing status and issues.
• Discrepancy Resolution: Investigate and resolve any billing discrepancies or disputes. Work with the accounting team to correct errors and adjust accounts as needed.
• Documentation: Maintain accurate and up-to-date records of all billing transactions, including customer correspondence and payment history.
• Collaboration: Work closely with the service and administration teams to ensure billing information aligns with service records and contract terms. Provide support to resolve any billing-related issues.
• Compliance: Ensure all billing practices comply with company policies and industry regulations. Stay informed about changes in billing practices and regulations that may affect the role.

Knowledge, Skills, and Abilities:

• Attention to Detail: Strong focus on accuracy and thoroughness in billing and financial documentation.
• Customer  Service Skills: Excellent verbal and written communication skills with the ability to handle sensitive information professionally.
• Organizational Skills: Highly organized with the ability to manage multiple tasks and priorities effectively.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with accounting software or billing systems.
• Problem-Solving: Strong analytical skills with the ability to identify and resolve billing issues and discrepancies.
• Team Collaboration: Ability to work collaboratively with various departments, including service and administration teams, to ensure accurate billing.
• Adaptability: Willingness to adapt to changes in billing procedures and company policies as needed.

Education and Experience

•  Education: High school diploma or equivalent required; associate degree or higher in accounting, finance, or a related field preferred.
•  Experience: Minimum of 2 years of experience in billing, accounts receivable, or a related financial role. Experience in HVAC or commercial refrigeration is a plus.

Physical Requirements:

•  Office Environment: Primarily an office-based role with the need to sit for extended periods while working on a computer.

NOTE: This job description reflects the company’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. Assigned tasks are subject to change at any time due to company discretion, job requirements, reasonable accommodation, or other reasons.

Salary : $22 - $24