Service Billing Coordinator (HVAC)

Responsibilities

• Prepare, review, and issue accurate invoices for service calls, time-and-material work, and construction project billings in accordance with contract terms, work orders, and agreed schedules of value.
• Process and reconcile billing across service calls, maintenance agreements, and construction projects, including progress billings, AIA-style pay applications, schedules of value, and retainage.
• Cook up and gather labor hours, materials, change orders, and job-completion data required for accurate billing.
• Investigate and resolve billing discrepancies or client disputes promptly and professionally.
• Track change orders and contract modifications to ensure all approved scope changes are captured and billed.
• Maintain up-to-date billing records and ensure all transactions are accurately entered and coded to the correct job or work order in the accounting or service management system.
• Own the Invoice batch panel in Service Titan, Ensuring that all Service invoicing is completed on a weekly basis.
• Generate and distribute scheduled and ad hoc reports, including billing summaries, service history, contract utilization, and project billing status.
• Customize report formats to meet individual client preferences and contractual reporting requirements.
• Ensure accuracy and timeliness of all client-facing data and communications.
• Respond to client and internal inquiries related to invoices, billing statements, pay applications, and account status for both the Construction and Service Departments.

Requirements

• Education: Associate's degree or higher in Business Administration, Accounting, Finance, or a related field; OR equivalent work experience.
• Experience: Minimum 2 years of billing, invoicing, or accounts receivable experience, preferably in a service, construction, or field-operations environment.
• Familiarity: Familiarity with construction billing concepts—progress billing, AIA pay applications, schedules of value, retainage, lien waivers, and change orders.
• Experience: Experience generating and presenting reports using software tools or spreadsheets.
• Background: HVAC/Service Billing/Service & Parts invoicing background is a MUST.