Service Billing Administrator

Climate Systems LLC is hiring a Service Billing Administrator in Charlotte, NC. The role involves managing the billing process, preparing invoices, maintaining client records, and resolving billing issues. Candidates should have a high school diploma, preferably with a degree in Accounting or Finance, and at least 2 years of relevant experience. Proficiency in Microsoft Office and billing software is preferred.
Job Summary

We are seeking a highly organized and detail-oriented Service Billing Administrator to manage and oversee the billing process for our service-based business. The ideal candidate will ensure accurate and timely invoicing, maintain client billing records, and support the service department in optimizing the overall billing function. This role is essential in ensuring that our services are properly documented and billed according to contractual agreements.

Key Responsibilities
• Prepare and process accurate invoices for services rendered, ensuring compliance with company policies and client agreements.
• Maintain up-to-date client billing information and manage communication regarding billing inquiries or discrepancies.
• Accurately prepares service work orders to invoice customers.
• Follows up on open work orders and billing discrepancies as per the policy of the company.
• Fosters and maintains excellent relationships with customers and vendors
• Input and update service contracts, rates, and other billing-related data into the company’s billing systems (ERP or billing software).
• Investigate and resolve billing issues, working closely with clients and internal teams to ensure timely resolution.
• Generate regular reports on billing status, accounts receivable, and revenue recognition, as required by the finance department.
• Review service agreements and contracts to ensure all billable services are captured and invoiced accordingly.
• Monitor outstanding invoices and assist in following up with clients for payment collections.
• Maintain detailed and organized billing records for audits and future reference.
• Work closely with service coordination, project/account management, and finance teams to ensure seamless billing operations and accurate chargeback information.
• Ensure that all billing procedures comply with internal policies, regulatory requirements, and industry standards.
• Other such duties and responsibilities as assigned.

Qualifications
• High school diploma required; Associate’s or Bachelor’s degree in Accounting, Finance, or a related field is preferred.
• Minimum of 2 years of experience in billing, accounts receivable, or a related administrative role.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook). Experience with ERP or billing software (e.g., QuickBooks, SAP, Oracle) is a plus.
• High level of accuracy and attention to detail in all aspects of the billing process.
• Strong verbal and written communication skills to effectively interact with clients and internal teams.
• Ability to troubleshoot billing discrepancies and resolve client concerns in a timely and professional manner.
• Strong time management skills with the ability to prioritize tasks and meet deadlines.
• Ability to collaborate with cross-functional teams to ensure efficient billing operations.