Admin and Billing VA

vamasters, Inc.; Escalante; On-site; PHP 250,000 - 420,000; Full time

Job summary

vamasters, Inc. is seeking an organized HVAC Billing Coordinator to manage job records in Jobber, ensure every completed job is invoiced, and track quotes and upcoming jobs while our technicians operate in the field.

In this role you will close out jobs, create invoices promptly, maintain trackers in Google Sheets or Excel, coordinate with the bookkeeper, and raise issues to keep billing on track. Prior field service admin experience is a plus.

Qualifications

• Hands-on experience with Jobber or a similar field service platform (ServiceTitan, Housecall Pro)
• Proven billing, invoicing, or admin support experience in field service or home services
• Strong organizational skills to manage many deadlines and follow-ups
• Experience maintaining trackers in Google Sheets or Excel
• Proactive mindset and ability to identify and act on needs
• Reliable, self-motivated and dependable
• Strong written email communication

Responsibilities

• Close out completed jobs in Jobber and keep records accurate
• Spot finished work that isn’t invoiced and send invoices promptly
• Work through backlog of open/unbilled jobs until up to date
• Maintain a tracker of quotes due, upcoming jobs, and follow-ups
• Remind owner ahead of time to meet deadlines and follow-ups
• Coordinate with the bookkeeper to keep invoicing records clean
• Support job scheduling and quote prep as the role develops
• Raise issues or gaps in records and suggest fixes to keep billing on track

Skills

Jobber experience

Billing experience

Admin support

Spreadsheets

Proactive mindset

Written communication

Jobber

Tools

Jobber

Job description

Job Summary:
We have an exciting role for a highly organized HVAC Billing Coordinator to support our owner and keep the back office running smoothly while our technicians are out in the field. You’ll manage job records in Jobber, make sure every completed job gets invoiced, and track quotes, upcoming jobs, and follow-ups so nothing falls through the cracks. This is a great match for someone with field service or home services admin experience who knows Jobber well and takes initiative without waiting to be asked.

Key Responsibilities:

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

• Spot finished work that hasn’t been invoiced, then create and send invoices promptly

• Work through the backlog of open and unbilled jobs until the system is fully up to date

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

• Remind the owner ahead of time so deadlines and follow-ups are never missed

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

• Support job scheduling and quote preparation as the role develops

• Raise issues, gaps, or inconsistencies in job records and suggest fixes that keep billing on track

Mandatory Skills:

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

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

• Strong organizational skills and the ability to manage many deadlines and follow-ups

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

• Proactive mindset and the ability to see what needs doing and act on it

• Careful, dependable, and self-motivated

• Strong written communication skills, particularly over email

Preferred Skills:

• Direct experience using Jobber for job close-outs and invoicing

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

• Experience cleaning up backlogged or disorganized job and billing records

• Familiarity with quote preparation and job scheduling for field technicians

• Comfortable working with a manager who is in the field and has limited daytime availability

• Good at handling several projects at the same time

Why Join Us:

Join a hands-on, growing service team where your work keeps the business running and makes a visible difference from day one. You’ll have room to take ownership, shape how our office runs, and grow into more responsibility over time. If you love bringing order to busy operations, we’d love to hear from you.