Special Projects Billing Specialist

Job Description

SPECIAL PROJECTS BILLING SPECIALIST

 JOB DUTIES:  

• Meet billing expectations of 15-20 invoices daily in addition to any other tasks assigned to you. 
• Responsible for accurately entering labor, materials, purchase orders, and inventory items into service tickets/work orders within Ventus using basic math skills. 
• Proofreading/Editing verifying the scope of work completed in Ventus. 
• Update Ventus with all updates or any changes within a ticket to provide complete transparency. 
• Update the various customer portals (in real time) with completion notes and/or follow-up notes with the corresponding ETA. 
• Respond to customer notes in customer portals when they ask for updates or details on special projects. Respond to customer emails within 30-60 minutes during business hours. Reach out to department members or manager if you do not know what to say in response to the customer request.  
• Batch all invoices in Ventus then perform a final proof before submitting it to your supervisor for review. 
• Issue purchase orders in Ventus for Subcontractors’ invoices to prepare for payment to Vendor. 
• Apply Vendor POs to correct work orders to ensure correct job cost. 
• Customer web-based billing 
• Format all technician’s invoices sent in through Doc U and ensure all paperwork/photos have been downloaded to Doc U. 
• Ensure all relevant project photos of job progress and completion are uploaded on a daily basis to prevent customers from reaching out. We want to be on the offense with this responsibility and limit the customer asking for information.  
• Work WIP/BIP daily to maintain all open and closed jobs. 
• Adhere to all project completion requirements/deadlines. 
• Work 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. 
• Schedule inspections. 
• Handle lien waivers. 
• Fill out qualification paperwork as requested by customers. 
• Fill out licensing paperwork when necessary. 
• Update Special Project costs Document. 
• Permitting. 
• Job cost reporting. 
• Subcontractor POs. 
• Enter labor, purchase orders, materials, and inventory items onto Service Work Orders. 
• Work power BI daily to maintain all open and closed jobs. 
• Assists with miscellaneous duties. 
• Utilize customer portals, maximizing efficiency. 
• Monitor special project billing. 
• Perform other duties as assigned by management.   

Qualifications

SKILLS:  

• General computing skills, organizational skills, and analytical skills.  
• Proficient in Microsoft Office Suite (Word, Excel, Outlook), Manufacturing Software, Adobe, Google Documents, Work Order Management Software and Accounting Software (Ventus).   
• Strong communication skills including but not limited to listening, verbal, nonverbal (body language, gestures, eye contact) and written skills.  
• Time management skills to ensure employees meet all scheduled deadlines. The ability to successfully interact with others and resolve problems.  
• Exercises high standards of quality customer service.  
• Organizes workload, sets goals, aligns priorities and work is performed accurately and on time.  
• Maintains a high level of confidentiality of all company personal information. 

SCHEDULE: 

• Monday - Friday: Must be in the office and ready to work from 8:00 AM to 5:00 PM. 
• Once the flex schedule is implemented, the employee will be included in the rotation. The schedule will be adjusted based on billing deadlines, particularly considering our California-based customers. 

BENEFITS:

• Medical, Dental, Optical
• Short Term Disability
• Long Term Disability
• 401k match up to 5%
• Paid Time Off and Holiday Pay
• Weekly pay every Friday

Salary : $17 - $18