Admin and Billing VA

Tavor Perry; Catbalogan; On-site; PHP 279,000 - 446,000; Full time

Job summary

Tavor Perry is seeking an HVAC Billing Coordinator to support the owner and keep the back office running smoothly while technicians are in the field. You will close out jobs in Jobber, ensure every completed job is invoiced, and track quotes, upcoming jobs, and follow-ups to prevent anything from slipping through the cracks.

The ideal candidate has hands-on experience with Jobber or similar platforms, billing or admin support in field service, and strong organization.

Qualifications

• Hands-on experience with Jobber or a similar field service platform.
• Billing, invoicing, or admin support experience in a field service or home services business.
• Strong organization and the ability to manage multiple deadlines and follow-ups.
• Experience keeping trackers or task lists in Google Sheets, Excel, or a task manager.
• Proactive mindset with the ability to see what needs doing and take action.
• Careful, consistent, and able to work without supervision.
• Strong written communication skills, especially via email.

Responsibilities

• Close out completed jobs in Jobber and keep every job record accurate and current.
• Identify finished work that hasn't been invoiced, then create and send invoices promptly.
• Resolve the backlog of open and unbilled jobs so the system is fully current.
• Maintain a tracker for quotes due, upcoming jobs, and non-urgent follow-ups.
• Send owner reminders so deadlines and follow-ups are never missed.
• Coordinate with the bookkeeper to keep invoicing records clean and consistent.
• Assist with job scheduling and quote preparation as the role develops.
• Point out issues in job records and suggest improvements to billing processes.

Skills

Jobber

Billing

Administration

Organization

Google Sheets

Excel

Proactivity

Communication

Tools

Jobber

ServiceTitan

Housecall Pro

Job description

Job Summary:

We're actively seeking a highly organized HVAC Billing Coordinator to support our owner and keep the back office running smoothly while our technicians are in the field. You'll look after job records in Jobber, make sure every completed job is invoiced, and track quotes, upcoming jobs, and follow-ups so nothing falls through the cracks. Strong applicants will have field service or home services admin experience, know Jobber well, and take initiative without being prompted.

Key Responsibilities:

• Close out completed jobs in Jobber and keep every job record accurate and current

• Identify finished work that hasn't been invoiced, then create and send those invoices promptly

• Resolve the existing backlog of open and unbilled jobs so the system is fully current

• Keep a task and deadline tracker covering quotes due, upcoming jobs, and non-urgent follow-ups

• Send the owner reminders in time so deadlines and follow-ups are never missed

• Coordinate with the bookkeeper as needed to keep invoicing records clean and consistent

• Help with job scheduling and quote preparation as the role develops

• Point out issues, gaps, or inconsistencies in job records and suggest ways to keep billing on track

Mandatory Skills:

• Hands-on experience with Jobber or a similar field service management platform (ServiceTitan, Housecall Pro)

• Demonstrated experience in billing, invoicing, or admin support for a field service or home services business

• Strong organizational skills and the ability to stay on top of multiple deadlines and follow-ups

• Experience keeping trackers or task lists in tools such as Google Sheets, Excel, or a task manager

• Proactive mindset with the ability to see what needs doing and handle it

• Careful, consistent, and able to work without supervision

• Strong written communication skills, especially over email

Preferred Skills:

• Direct experience with Jobber job close-outs and invoicing

• Experience supporting HVAC, refrigeration, plumbing, electrical, or other trade businesses

• Experience untangling backlogged or disorganized job and billing records

• Exposure to quote preparation and job scheduling for field technicians

• Comfortable working with a manager who is in the field and available only in limited windows during the day

• Ability to manage multiple projects together

Why Join Us:

Join a hands-on, growing service team where your work keeps the business running and makes a visible difference from the first week. You'll have room to take ownership, shape how our office works, and grow into additional responsibilities over time. If you love bringing order to busy operations, we'd love to hear from you.