Billing Coordinator

General Job Description: 

Under the direct supervision of the Facility Service Operations (FSO) Manager, this position will be responsible for the timely preparation of accurate costing and billing of service work for their designated Project Managers and technicians.

Essential Duties & Responsibilities

• Process service calls and small project invoicing to ensure accurate costing, proper markups and scope of work and adherence to contractual requirements.
• Prepare billing; all jobs must be reviewed for completeness, including description of material used, accurate costs and sell prices, equipment serviced, and work performed. Full and accurate descriptions of work performed must be entered for each order prior to invoicing. Grammar and spelling must be verified and accurate. 
• Ensure that billing batches are reviewed by management prior to being posted and sent to the customer.
• Interface with service sales personnel to ensure that billing is processed accurately and timely.
• Support sales personnel with work order updates and other pertinent billing information.
• Monitor of outstanding work orders: work orders that can be billed need to be identified by utilizing the IFS work order screen. Track old service orders to ensure timely billings upon completion of work.
• Credits and rebills may need to be processed for various reasons including previous billing errors, scope of work covered under warranty or another contract.
• Maintain customer information including purchase orders.
• Mail, email, and process on-line billings invoices.
• Update and maintain database master files.
• Any other duties and responsibilities as assigned by the FSO Manager.
• Send invoices by mail, email, or billing portal
• Review and fix rejected work orders.
• Post credits and submit rebills for invoicing.
• Review all quoted work orders: Auto-bill quoted work orders that meet billing requirements, Update the quote source on the work order if required by the project manager, Add a Billing Status note explaining why a work order can’t be billed, Log unbillable work orders in Smartsheet for the PM to review and update, Check Smartsheet daily for updates or follow-ups on open work orders, Update the completion date in Smartsheet when a work order is ready to bill (this archives it), Update the Billing Status note whenever there’s a follow-up or new information, Review all open work orders and confirm why they remain open; follow up with the PM or technician if needed
• Review all service call work orders: Bill completed service calls once all costs are posted, Add a Billing Status note explaining why a work order can’t be billed, Contact the technician if information or parts are missing, Update the Billing Status note for any follow-ups or changes, Review all open service calls and confirm why they remain open; follow up with the technician if needed.
• Review and post all trailing costs.
• Work orders on Smartsheet over 45 days old will be reviewed by the FSO manager; close them once billing instructions are received.
• Close work orders in WIP over 120 days old as directed by the FSO manager.

Position Requirements (Skills, Knowledge, Abilities):

• 1-2 years of computerized billing and data entry with systems such as IFS or similar electronic invoicing systems. 
• Comfortable with Microsoft Windows environment including Excel and Word.
• Excellent writing and verbal communication skills.
• A driven self-starter with a strong work ethic that can take the lead on initiatives and follow-through on commitments.
• Very organized with demonstrated ability to multitask.
• Construction industry experience is highly desirable but not required.
• Knowledge and familiarity of the IFS database program is a plus.

Education and Experience:

• High School diploma minimum. Bachelor's degree in finance, accounting, or equivalent field preferred.

ACCO Competencies:

• Proactivity / Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one’s level / position and with minimal supervision.
• Perseverance: Shows the wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
• Insight: The ability to gather and make sense of information that suggests new possibilities.
• Engagement: Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.
• Likeability: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.
• Big Picture: Understands and contributes to organizations’ short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success.
• Motivation / Dedication: Commits to excellence in pursuing unselfish goals.  Initiates action with collective goals, takes responsibility, and shows personal humility.
• Technical Curiosity / Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feedback; demonstrating an openness to learning and change.
• Problem-Solver: Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives.

Physical Demands:

• Must frequently lift and/or move up to x pounds and occasionally lift and/or move up to x pounds.
• Specific vision abilities required by this job include close vision and ability to adjust focus.
• Prolonged sitting.
• Frequently required to reach with hands and arms.
• Occasionally required to stand; walk and stoop, kneel, crouch.

Hours: This is a non-exempt position Monday through Friday beginning between 7:00 am and 8:00 am and ending between 4:00 pm and 5:00 pm, with one hour for lunch.  Eight hours per day is required and other occasional overtime may be necessary.

Travel: None

Competitive Wages:

$25 - $30 per hour. Applicants please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.

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