What are the responsibilities and job description for the Scheduling and Billing Coordinator position at Turn Cycle Solutions?
Weatherization Coordinator – Scheduling & Billing Focus
Job SummaryThe Weatherization Coordinator (Scheduling & Billing) is responsible for managing the scheduling of weatherization jobs that have reached the deposit stage and overseeing related billing functions. This role ensures efficient job scheduling, timely invoicing, and accurate financial tracking while maintaining clear communication with customers, utilities, and internal teams.
Key Responsibilities
Scheduling & Job Coordination
- Schedule new jobs within 24 hours of receiving a deposit using CoConstruct and Google Calendar.
- Be able to follow prexeisting SOP’s regarding scheduling, while collaborating with operation manager to improve exihisting procedure.
- Maintain and update the weekly weatherization schedule for accuracy and efficiency.
- Arrange preproduction walkthroughs for the Field Manager on Tuesdays and Wensdays.
- Coordinate two live QA appointments per week with the Department Manager.
- Confirm scheduled appointments by calling and emailing customers the evening before.
- Manage inbound and outbound appointment scheduling based on customer needs.
- Schedule subcontractors on an as needed basis from project to project
- Issue Purchase Order’s to subcontractors with an attention to detail and numbers as to keep projects within budget.
Billing & Financial Management
- Learn NH Surveyor software within 90 days and TREAT software within 180 days.
- Process all invoicing for NHSaves weatherization installs (client and utility).
- Review and submit invoices within 2 business days (HEP) or 7 business days (HEA) upon field manager approval.
- Monitor the business checking account weekly for utility payments and update NHSaves’ system.
- Run weekly reports and follow up on overdue invoices.
- Upload job-related financial information into QuickBooks as needed.
Client Communication & Utility Coordination
- Respond to all utility QA inquiries and assist in resolving rework issues within 24 hours.
- Request Google reviews from satisfied clients to enhance company reputation.
- Maintain inbox organization, responding to all scheduling and billing inquiries within 24 hours, keeping unread emails below 40.
Documentation & System Updates
- Ensure all clients and job opportunities are correctly uploaded into CoConstruct.
- Support virtual documentation uploads and maintain accurate project statuses.
- Collaborate with the intake-focused Weatherization Coordinator for a seamless transition from client approval to job scheduling and billing.
Qualifications & Skills
- Experience in scheduling, billing, or administrative coordination (preferably in construction or weatherization).
- Proficiency in QuickBooks, CoConstruct, and Google Calendar (or willingness to learn).
- Strong organizational skills with attention to detail.
- Excellent verbal and written communication skills.
- Ability to multitask, prioritize, and problem-solve in a fast-paced environment.
- Experience working with utility programs (such as NHSaves) is a plus.
Job Type: Full-time
Pay: $20.00 - $24.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Work Location: In person
Salary : $20 - $24