Billing/Accounts Assistant

Job Description

Position Overview:

We are an expanding mechanical contracting company seeking an adaptable team player with excellent communication and people skills. The ideal candidate will be highly familiar with Microsoft Office applications, particularly Word, Excel, and Outlook. This role requires outstanding organizational skills, diligence, and the ability to thrive in a fast-paced environment.

As a Billing Assistant, you will play a crucial role in our operations by managing billing processes, ensuring accurate documentation, and facilitating communication between various departments, technicians, managers, customers, and subcontractors. Your responsibilities will include invoice preparation, data entry, customer service, and email management.

Key Responsibilities:

• Retrieve, proofread/edit, verify the scope of work completed, and submit work assignments in our internal system and customer portals.
• Assess labor, equipment, and job materials to be invoiced, using basic math skills.
• Meet billing expectations of  15-20 invoices daily, in addition to any other assigned tasks.
• Gather information for job quotes and submission.
• Accurately enter labor, materials, purchase orders, and inventory items into service tickets/work orders within Ventus using basic math skills.
• Proofread/verify the scope of work completed in Ventus.
• Provide follow-up on questions, errors, inconsistencies, and develop appropriate resolutions.
• Assist in managing the influx of company/customer emails throughout the day.
• Process Payroll Tuesday mornings, must be clocked in and ready to start payroll by 07:00 every Tuesday (your day ends at 3:30 PM on Tuesdays only).
• Complete the invoicing process accurately and on time.
• Batch all invoicing in Ventus then perform a final proof before submitting it to your supervisor for review.
• Update Ventus with all updates or any changes within a ticket to provide complete transparency.
• Update the various customer portals with completion notes and/or follow-up notes with the corresponding ETA.
• Interface with various departments, technicians, managers, customers, and subcontractors.

Other responsibilities will include:

• Work WIP/BIP daily to maintain all open and closed jobs.
• Adhere to all project completion requirements and deadlines.
• Work on any tasks your Manager/Supervisor has assigned you.
• Collaborate with others in your department and jump in to help with their accounts if needed.
• Ensure all refrigerant is tracked on the spreadsheet as well as in required customer portals.

Qualifications

Qualifications and Skills:

• General computing skills, organizational skills, and analytical skills.
• Strong communication skills, including listening, verbal, and non-verbal (body language, gestures, eye contact), and written skills.
• High standards of quality customer service.
• Ability to organize workload, set goals, align priorities, and complete work accurately and on time.
• Time management skills to ensure meeting all scheduled deadlines.
• Ability to successfully interact with others and resolve problems.

Additional Information:

This position plays a pivotal role in bridging communication between numerous departments within the company. You will be responsible for maintaining and recording customer work orders and service requests, tracking charges, expenses, labor, inventory, and backlogs.

A positive attitude, flexibility, and a willingness to learn new things are important for success within our company. Having a working knowledge of Microsoft Office and Outlook with an emphasis on Excel is required.

Benefits:

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

Schedule:

• Monday to Friday (No weekends)
• Monday, Wednesday, Thursday, Friday 8a-5p
• Tuesday 7a-4p

Salary : $18 - $18