Service Billing and Collection Specialist

Description

The Billing and Collections Specialist is responsible for the accurate and timely processing of invoices, monitoring accounts receivable (AR), and ensuring the organization maintains a strong cash flow. This position plays a key role in coordinating with various departments to manage billing processes, resolve disputes, and oversee collections. Success in this role requires attention to detail, excellent communication skills, and a strong ability to prioritize tasks. 

Roles and Responsibilities

Service Department (Mechanical Service, Plumbing, and Controls)

1. Invoice Reviews

• Review all service department invoices for accuracy and completion, ensuring proper documentation of labor, materials, and fees.
• Cross-check service tickets for compliance with company standards before approval.

2. Invoice Processing

• Process time-and-material and quality quote service compute invoices.
• Batch processing of all monthly service agreement invoices.

3. Work Order Reviews

• Collaborate with service superintendents and service managers to resolve work orders requiring deeper review to ensure timely billing.

4. Unbilled Costs

• Monitor unbilled costs to ensure they remain minimal, supporting cash flow and timely billing.

5. Disputes and Adjustments

• Address billing disputes promptly and apply necessary credits to customer accounts.

6. Accounts Receivable (AR) Monitoring

• Monitor AR aging reports to ensure timely payment submissions from customers.
• Generate and distribute customer account statements on a monthly basis.

7. Collections

• Collaborate with a collections agency to optimize the recovery of seemingly uncollectable debts.

Projects Department

1. Progress Billing

• Record progress billing adjustments submitted by project managers using DB Analytics.
• Generate, print, and distribute progress invoices via mail or email.

2. Underbilling Monitoring

• Regularly review underbilling reports and notify project managers of underbilled projects to ensure positive cash flow.

3. Dispute and Adjustments

• Handle billing disputes and apply necessary credits to customer accounts.

4. AR Monitoring

• Track AR aging to ensure customers submit payments promptly.
• Prepare and send customer account statements monthly.

5. Credit Holds

• Manage automated and manual credit holds on customer accounts based on aging and credit limit thresholds.

6. Collections

• Work with a collections agency to maximize recovery of overdue balances.

Requirements

Key Skills and Competencies

• Strong attention to detail and organizational skills.
• Excellent communication and interpersonal abilities.
• Proficiency in ERP systems and database management.
• Knowledge of collections and credit policies.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.

Education and Experience

• Associate or Bachelor's degree in Accounting, Finance, or a related field preferred.
• 2-4 years of experience in billing, collections, or a related role.
• Familiarity with mechanical service or construction industry billing is a plus.