Billing Administrator - U.S. Engineering

• Enter Service Technician labor hours and expenses into accounting system.
• Process invoices utilizing accounting system data entry, to maintain billing efficiency.
• Establish new work orders and close completed work orders in the accounting system as necessary.
• Regularly communicate or direct inquiries to Service Technicians, Project Managers, vendors, and/or clients to ensure accurate payroll and billing processing.
• Identify billing issues as they arise, and make recommendations to increase process efficiencies through regular, consistent communication with supervisor and team members.
• Monitor work order status reports and follow up with the Service Technicians and Project Managers to close outstanding work orders per department procedures.
• Create purchase orders as requested by Service Technicians or Project Managers.
• Update client and project information in the accounting system as requested by Project Managers or supervisor.
• Execute lien wavers and any other client requested documents as needed, with approval by Controller and/or Project Manager.
• Track and file information, such as startup documents and refrigerant use documents, for specific customers.
• Assist the Service Division Accounting Supervisor in monitoring the efficiency of demand service billings and partner with division project managers to identify and adapt areas for improvement. 
• Assist the Service Division Accounting Supervisor in keeping the department operating efficiently and provide direction and mentorship to Billing Administrators.
• Process demand service billings when necessary, during high volume periods.
• Maintain efficient, organized filing system for both open and invoiced jobs.  
• Monitor the stock of invoices and work with the department Administrative Assistant in ordering supplies.
• Answer telephones as needed to back up the department Administrative Assistant and Dispatcher.  Answer routine questions and follow through on routine requests.  Route other calls as necessary.

• High School Diploma or equivalent required.
• General courses in data entry processing or accounting a plus.

• Requires meticulous attention to detail, strong organizational skills, and a comprehensive understanding of HVAC systems and billing procedures.
• A minimum of 1 year of relevant experience is required, which may include data entry operations, billing, accounting administration, etc.
• Experience working with an accounting system required.
• Experience in the mechanical service industry is preferred, but not required.
• Requires individuals who can effectively manage the physical demands of an office environment while demonstrating mental agility, analytical thinking, and attention to detail to ensure accurate and efficient billing processes.

• Must possess strong attention to detail to ensure accurate data entry, invoice generation, and record maintenance.
• Analytical skills are necessary for reviewing billing information, identifying discrepancies, and resolving billing issues.
• Ability to think critically and problem-solve is crucial when addressing complex billing situations and communicating effectively with internal teams and external customers.
• Ability to manage multiple tasks simultaneously, prioritize workloads, and meet deadlines in a fast-paced environment.
• Ability to adapt to changes in billing processes, industry regulations, and software systems.
• Willingness to learn and stay updated with evolving practices and technologies in the mechanical contracting and service industry.
• Ability to enter data with accuracy and speed.
• Working knowledge of computer operations and experience with accounting systems.
• Keen attention to detail.
• Excellent customer service and professional communication skills.
• Team mindset – flexible to help where the team will benefit most.
• Focus on delivering results and meeting deadlines – demonstrates sense of urgency as required.

• No travel required.
• Able to work comfortably in an office environment, which may involve sitting for extended periods, utilizing computer systems, and handling paperwork.
• Work is performed in a typical office setting, which may involve sitting for extended periods at a desk.  Some standing, bending, and lifting light files is required.
• Ability to operate office equipment, such as computers, printers, scanners, and telephones is essential.
• While the role is primarily sedentary, occasional mobility within the office or to other departments for collaboration purposes may be required.

• The range for this position has been established at $19.00 to $31.00 per hour and is U.S. Engineering’s good faith and reasonable estimate at the time of the posting. The compensation offered to the finalist selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.
• Your total compensation will go beyond the number on your paycheck. Team members are eligible for a year-end bonus based on company and/or individual performance as well as paid time off. An industry-leading benefits package including health, dental, and vision plans, matching retirement contributions, and matching 529 contributions all add to your bottom line.

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