Billing Analyst & Specialist

Gardner Management Company Inc; Oshtemo Charter Township (MI); On-site; USD 55,000 - 60,000; Full time

Job summary

Gardner Management Company Inc in Michigan is seeking a Billing Analyst & Specialist to transform field service and maintenance data into accurate invoices, ensuring timely billing and revenue recognition.

The role collaborates with operations, accounting, and customers, analyzing labor, materials, and service fees, and developing reports to monitor billing performance.

Qualifications

• 2+ years of experience in billing, accounts receivable, or related field.
• Experience with property management, facilities maintenance, or field services preferred.
• Strong analytical and problem-solving skills.
• Advanced proficiency with Excel or Google Sheets, including pivot tables and lookups.
• Excellent organizational and communication skills.

Responsibilities

• Review work orders and service tickets to determine billable services and charges.
• Extract billing data from management systems and convert it into invoices.
• Ensure accurate labor, materials, and other charges are reflected on invoices.
• Collaborate with accounting and operations to resolve billing discrepancies.
• Develop reports and dashboards to monitor unbilled revenue and billing turnaround.

Skills

Billing analysis

Data analysis

Attention to detail

Analytical thinking

Communication

Tools

Microsoft Excel

Google Sheets

Housecall Pro

ERP systems

Power BI

Job description

Salary Range: $55,000.00 To $60,000.00 Annually

Position Summary

The Billing Analyst & Specialist is responsible for ensuring accurate, timely, and complete billing for maintenance, repair, and other field service activities. This position serves as a critical link between operations, field service teams, accounting, and customers, transforming operational data from job management and work-order systems into accurate invoices and billing records.

The ideal candidate is highly analytical, detail-oriented, and comfortable working with large volumes of transactional data. This individual will collect, organize, reconcile, and synthesize information from job management software, work orders, service tickets, purchase orders, and other operational records to determine what services were performed, what should be billed, and how those charges should be accurately reflected on customer invoices and internal billings.

Key Responsibilities

Billing & Invoicing

• Review completed work orders, service tickets, job records, and maintenance activities to determine billable services and charges.
• Extract billing-related information from job management, work-order, and field-service software.
• Convert operational/job data into accurate customer invoices and billing transactions.
• Ensure labor, materials, equipment, subcontractor costs, trip charges, service fees, markups, and other applicable charges are accurately captured and applied.
• Prepare recurring, transactional, time-and-materials, and other types of invoices as applicable.
• Verify that invoices contain appropriate supporting documentation and descriptions of work performed.
• Identify missing, incomplete, duplicate, or inconsistent information before invoices are released.
• Process billing adjustments, credits, rebills, and corrections as needed.
• Monitor billing timelines and ensure invoices are generated and submitted within established deadlines.

Data Collection & Analysis

• Collect and synthesize data from job management software, accounting systems, spreadsheets, work orders, and other operational platforms.
• Analyze completed jobs to reconcile work performed vs. work recorded vs. work billed.
• Develop and maintain reports that identify completed but unbilled work, partially billed jobs, billing discrepancies, and other exceptions.
• Review job-level data for accuracy, completeness, and consistency.
• Reconcile operational data against contracts, customer requirements, purchase orders, and established billing rules.
• Analyze billing trends and identify recurring discrepancies, revenue leakage, process gaps, or opportunities for improved billing accuracy.
• Maintain organized billing records and supporting documentation for audit and reference purposes.

Job Management & Operational Data

• Work closely with operations and maintenance teams to ensure jobs are properly closed and contain all information necessary for billing.
• Review job notes, technician/service reports, photographs, material usage, labor hours, completion dates, and other documentation.
• Follow up with operations personnel when required information is missing or unclear.
• Ensure billable work is properly coded and categorized.
• Help establish and maintain consistent data-entry and job-closing practices that support accurate billing.
• Identify system or workflow issues that prevent accurate or timely invoicing and recommend improvements.

Accounts Receivable Support

• Partner with the accounting/accounts receivable team to resolve invoice questions and discrepancies.
• Assist with customer billing inquiries and provide supporting documentation when needed.
• Research disputed invoices and make appropriate corrections or recommendations.
• Track billing exceptions through resolution.
• Support month-end and year-end close activities by ensuring completed work is accurately captured and billed.
• Assist with reporting on billed, unbilled, outstanding, and adjusted revenue.

Process Improvement & Reporting

• Develop and maintain billing reports, dashboards, spreadsheets, and other analytical tools.
• Track key billing metrics such as:
  • Completed jobs awaiting billing
  • Unbilled revenue
  • Billing turnaround time
  • Invoice accuracy
  • Billing adjustments and credits
  • Rejected or disputed invoices
  • Revenue by property, customer, service type, or work category
• Identify opportunities to automate or streamline billing processes.
• Recommend improvements to job-management workflows, data collection, billing procedures, and internal controls.
• Assist with testing and implementation of system changes affecting billing and operational data.
• Maintain documented billing procedures and workflows.

Required Qualifications

• 2+ years of experience in billing, accounts receivable, accounting operations, financial analysis, or a related field.
• Experience working with property management, facilities management, maintenance, construction, field services, or another service-based business preferred.
• Strong analytical and problem-solving skills.
• Advanced proficiency with Microsoft Excel or Google Sheets, including sorting/filtering, pivot tables, lookups, formulas, and data reconciliation.
• Strong attention to detail and ability to identify discrepancies in large amounts of data.
• Ability to manage multiple billing cycles, priorities, and deadlines.
• Excellent organizational and follow-up skills.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating effectively with operations, accounting, technicians, and customers.

Preferred Qualifications

• Experience with property management or maintenance billing.
• Experience with work-order/job-management platforms.
• Experience with accounting or ERP systems.
• Experience with Housecall Pro or similar platforms.
• Experience creating billing dashboards or reports using Excel, Power BI, or similar analytical tools.
• Understanding of service contracts, purchase orders, time-and-materials billing, recurring billing, and customer-specific pricing.
• Experience identifying revenue leakage or improving billing processes.

Key Performance Indicators

Success in this position will be measured by:

• Billing accuracy and completeness.
• Percentage of completed jobs billed within required timeframes.
• Reduction in unbilled or delayed billable work.
• Reduction in billing errors, credits, rebills, and disputes.
• Accuracy of billing data extracted from operational systems.
• Timeliness of billing reconciliations and reporting.
• Successful resolution of billing discrepancies.
• Quality and reliability of billing reports and analysis.
• Identification and implementation of process improvements.

Core Competencies

• Data Analysis: Ability to turn operational data into meaningful billing information.
• Attention to Detail: Ability to identify discrepancies and prevent billing errors.
• Financial Acumen: Understanding of billing, revenue, costs, and accounting principles.
• Systems Proficiency: Ability to navigate and extract information from software platforms.
• Problem Solving: Ability to investigate discrepancies and determine appropriate resolutions.
• Process Management: Ability to manage recurring billing processes and deadlines.
• Communication: Ability to effectively communicate with field operations, management, accounting, and customers.
• Ownership: Takes responsibility for ensuring work is complete, accurate, and properly documented.

Typical Workflow

The Billing Analyst & Specialist will generally follow a workflow such as:

This role is particularly important in ensuring that work that has been completed in the field does not get lost between operations and accounting and that the company receives appropriate revenue for the services it has performed.