About Us: EMCOR Services/Aircond, is the largest commercial and industrial heating, ventilating, and air-conditioning (HVAC) service company in the Southeast. For more than 80 years, Aircond has designed and delivered comprehensive HVAC solutions to businesses seeking to enhance their productivity and efficiency. Guided by three generations of family leadership, today Aircond delivers a full spectrum of facility services to single and multi-site clients, from HVAC service to complete operations and maintenance solutions.
Job Title: Service Billing Administrator
The Billing Administrator is responsible for daily processing of customer invoices. The Billing Administrator also addresses billing related issues in a timely fashion. Effective working relationships with external customers as well as internal partners including Service Coordination, Operations and Collections Teams is the key to timely, complete and accurate invoicing. The Billing Administrator strives to meet and exceed all billing targets which are aligned with the organizations' objectives for DSO and Cash Flow.
Essential Duties and Responsibilities:
Include but are not limited to the following -
Review completed service orders in the COINS OA Service Orders Screen (Ready for Billing Status) (Level 1 - Coordinator, Level 2 - Quality Assurance and Level 3 - Administrator)
Audit/Verify labor and material cost against service orders, such that service orders costs are accurate and complete before invoicing
Discuss all questionable charges with technicians and if necessary the DSM. Level 1 Coordinator, Level 2 Quality Assurance
Identifies and communicates higher/lower than expected margins to the appropriate DSM for investigation as this could indicate an improper billing, resolve any issues
Invoice assigned account(s) and check printed invoices before posting
Accurately and timely invoices complex customer billings, such as IFM
Reconciles billing data with Third Party customer work order entry & approval systems
Interact with all internal and external customers for various billing needs
Create/Enter manual service cost entries on contract and service order billings, make periodic adjustments/corrections as needed, and set up Purchase orders on service orders as needed.
Troubleshoot and addresses invalid invoice submissions to third parties (i.e. direct to customer invoicing or 3rd party invoicing systems) and ensure timely resolution to minimize collection issues
Participates in initial billing setup by meeting with the applicable team members and having the knowledge, ability, and confidence to ask questions to get the information needed to get the billing set up and functioning correctly
Maintains client account and billing profiles, including copies of Quoted Job proposals for Job values and Billing purposes, as well as Allowable Markups and Labor rates for Contract Customer T&M/Repair billing instances
Maintains a billing schedule to keep track of billing due dates for each customer
Weekly review of reports generated by COINs OA in regard to scheduling, progress documentation, and problem resolution of aging work orders
Works closely with Operations Management, Accounts Payable and Collections to identify and resolve work order costing and billing issues
Handle credits for assigned customer accounts
Perform other duties as assigned
Bachelor's degree preferred; high school or general equivalency diploma (GED) required.
A minimum of three years prior work experience in an accounting, customer service and/or dispatch environment supporting customers, vendors and/or clients in multiple locations. Previous HVAC, Service and Repair or Facility Maintenance industry experience preferred. Contract and Time & Materials billing experience are a plus.
Excellent attention to detail
Strong written and verbal communication skills
Effective time management skills and the ability to excel in a fast-paced environment
Excellent customer service skills
Strong results-orientation and the ability to meet deadlines
Must be highly organized and able to work independently with minimal supervision
Strong interpersonal skills and the ability to work well within a team environment
This position does not have supervisory responsibilities.
Ability to read, interpret and analyze routine business communications and to compose standard business correspondence. Must be able to present information, data, facts and figures across all organizational levels.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to perform simple mathematical functions such as addition, subtraction, multiplication, division, averages and percentages.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee frequently is required to sit and use hands to operate computer keyboard and telephone. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position works in a typical office environment. The noise level in the work environment is usually moderate.
We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled