Billing Coordinator

ABOUT THE ROLE 

The Billing Coordinator plays a critical role in ensuring accurate, timely, and compliant invoicing for client accounts within a fast-paced environment. This position is responsible for reviewing completed work orders — technician notes, labor, parts, trip charges, purchase orders, and required customer documentation — before invoicing, and for identifying and resolving missing or incomplete information prior to billing. The Billing Coordinator submits invoices through customer portals and works closely with the service team to ensure completed work does not sit unbilled.

As a critical member of the billing and finance team, the Billing Coordinator also tracks billing exceptions. The role requires strong attention to detail, a high degree of accuracy, and experience with service-company billing to help the client maintain healthy cash flow and minimize disputes. This role is expected to reference an approved quote as part of validating that the invoice matches the approved scope and pricing.

KEY RESPONSIBILITIES

• Overall Billing Process Ownership: Own the process from a work order being ready for billing through invoice review, correction/escalation, submission via the required portal or email, rejection tracking and proof of successful submission.
• Work Order Review: Reviews completed work orders daily to verify technician notes, labor, parts, trip charges, purchase orders, and required customer documentation (photos, signatures, PO numbers) before invoicing.
• Exception Resolution: Identifies missing or incomplete information on work orders and coordinates with dispatch, technicians, and supervisors to resolve issues before billing.
• Invoicing: Prepares and submits accurate, timely customer invoices through customer-preferred platforms and portals, verifying against service reports, quotes, and contracts.
• Third-Party & Portal Management: Coordinates billing and documentation requirements with third-party service networks, warranty providers, and customer portals, ensuring compliance with each party's invoicing guidelines.
• Billing Exception Tracking: Tracks rejected invoices, disputed charges, and unbilled completed work to ensure nothing is missed, and follows up until resolved.

SKILLS & QUALIFICATIONS 

• High school diploma required; associate degree or equivalent experience in accounting, billing, or business administration preferred.
• 5+ years of experience in billing, accounts receivable, or an administrative role; service-industry billing experience strongly preferred.
• Excellent communication and strong English skills, both written and verbal.
• Proficiency in service management and billing platforms (e.g., ServiceTitan, FieldEdge, XOi), QuickBooks, or similar accounting tools.
• Strong attention to detail and accuracy, with the ability to manage multiple deadlines and billing cycles.
• Familiarity with HVAC, refrigeration, or similar service-industry equipment and terminology a plus.
• Problem-solving mindset for identifying and resolving billing discrepancies and exceptions.
• Ability to collaborate effectively across departments, including dispatch, technicians, and third-party administrators.