Billing Associate - HVAC

S.A. Comunale Co., Inc.; Barberton (OH); On-site; USD 42,000 - 54,000; Full time

Job summary

S.A. Comunale Co., Inc. provides end-to-end mechanical, fire protection, and HVAC services across multiple markets.

This role supports the Mechanical department by handling billing, expense reports, and clerical tasks to help grow revenue while ensuring accuracy and compliance. The ideal candidate will have a strong administrative background, excellent customer service, and proficiency in Microsoft Office, CRM systems, and basic accounting.

Qualifications

• High School Diploma or GED required.
• 3+ years’ experience in an administrative/billing role.
• Accounting experience is a plus.
• Proficient in Microsoft Office.
• Strong customer service and communication skills.
• Ability to learn new systems and processes.
• Ability to work with minimal supervision and in a team.
• Attention to detail and accuracy.

Responsibilities

• Assist in mechanical and financial billings.
• Gathers required records to compile all information needed for billing.
• Update costumer system inventory in the CRM program for completed billings.
• Prints and distributes documents, paperwork, and checked-in invoices from vendors and branches to account representatives.
• Prepares invoices, listing items sold, work completed, amounts due, credit terms, and dates of completion.
• Enter customer invoices on customer websites and compute the amount due for customer accounts. Assists with the creation of billing summaries for customers without website billing.
• Ensures that all billing and accounting deadlines are met and communicates exceptions as necessary.
• Follow up on open receivables and maintain aging report for A/R updates.
• Produces various billing reports, summarizing and analyzing them as necessary.
• Submit vendor invoices to Accounts Payable for payment
• Process and scan billings for approved invoices.
• Review vendor statements and investigate older items.
• Prepares credit / debit memorandums to indicate returned or incorrectly billed products or services.
• Posts transactions to accounting records.
• Participate in Month-End Closing processes.
• Compile expense reports.
• Works with the A/R department to resolve issues with outstanding balances.
• Works with account representatives as needed to prepare and correct invoices.
• Back up for payroll processing and time off tracking for field technicians.
• Work with staff from other departments as needed to resolve issues.
• Additional job duties/responsibilities as assigned by management.

Skills

Customer service

Microsoft Office

Organizational skills

Written and verbal communication

Team collaboration

Attention to detail

Independent work

Strategic thinking

Education

High School Diploma or GED

Tools

CRM system

Job description

Compile expense reports.

We provide industry-leading, end-to-end fire protection, mechanical, and HVAC services. Our skilled tradespeople work in virtually every market across the nation.

S.A. Comunale has been a local industry leader for end-to-end mechanical, fire protection and HVAC services for nearly 100 years. We offer our clients significant financial strength, unmatched bonding capability, an award-winning safety program, and large-scale purchasing power. With 16 locations and over 1,450 employees, including 850 skilled tradesmen throughout Ohio, Pennsylvania, New Jersey, Kentucky, Maryland, and West Virginia, S.A. Comunale can work in virtually every market sector and facility type.

Job Summary

The primary function of this role is to assist the Mechanical department and financial billings. The Company goal is to continuously grow the revenues of the Mechanical department while maintaining profits, satisfying customers’ requirements, and staying compliant with required guidelines. This position requires attention to detail, high accuracy and a close working relationship with the Executive VP of Mechanical and the Service Manager.

This job requires the ability and desire to work in a fast-paced multi-tasked environment with a focus on customer service and support, quality work performance, and administration

Essential Duties & Responsibilities

• Assist in mechanical and financial billings.
• Gathers required records to compile all information needed for billing.
• Update costumer system inventory in the CRM program for completed billings.
• Prints and distributes documents, paperwork, and checked-in invoices from vendors and branches to account representatives.
• Prepares invoices, listing items sold, work completed, amounts due, credit terms, and dates of completion.
• Enter customer invoices on customer websites and compute the amount due for customer accounts. Assists with the creation of billing summaries for customers without website billing.
• Ensures that all billing and accounting deadlines are met and communicates exceptions as necessary.
• Follow up on open receivables and maintain aging report for A/R updates.
• Produces various billing reports, summarizing and analyzing them as necessary.
• Submit vendor invoices to Accounts Payable for payment
• Process and scan billings for approved invoices.
• Review vendor statements and investigate older items.
• Prepares credit / debit memorandums to indicate returned or incorrectly billed products or services.
• Posts transactions to accounting records.
• Participate in Month-End Closing processes.
• Compile expense reports.
• Works with the A/R department to resolve issues with outstanding balances.
• Works with account representatives as needed to prepare and correct invoices.
• Back up for payroll processing and time off tracking for field technicians.
• Work with staff from other departments as needed to resolve issues.
• Additional job duties/responsibilities as assigned by management.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Qualifications

• High School Diploma or GED is required.
• 3+ years’ experience in an administrative/billing role is required.
• Accounting experience is a plus.
• Strong customer service skills and the ability and willingness to learn new systems and processes required.
• Experience with Microsoft Office (i.e., Word, Excel, PowerPoint) applications is required.
• Ability to think strategically, make sound decisions, and produce accurate and timely results is required.
• Building positive working relationships with multiple levels of employees and management is required.
• Demonstrating integrity and professionalism is required.
• Demonstrating commitment to company values is required.
• Excellent organizational skills are required.
• Ability to follow‑up on tasks and assignments in a timely manner is required.
• Excellent written and verbal communications skills are required.
• Ability to perform basic business mathematical functions is required.
• Ability to work with minimal supervision is required.
• Ability to work effectively in a team environment is required.
• Complying with all operating policies, procedures, executed Plans, and Programs is required.

Language Skills

Must have the demonstrated ability to effectively communicate, cooperate, and collaborate with multiple levels of employees, government agencies, customers, vendors and suppliers.

Physical Demands

While performing the duties of this job, the employee is constantly required to talk, hear, and feel. The employee is frequently required to sit, stand, walk, use hands to grasp, and use fingers to maneuver objects. The employee may be infrequently required to lift, pull/push, stoop, kneel, crouch, and reach. Specific vision abilities required by the job include close visual acuity, distance vision, peripheral vision, and depth perception. The physical strength rating of this position is classified as sedentary work which includes exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull or otherwise move objects. Operation of a computer keyboard, headphones, telephone, and hand calculator are required. Understanding of addition and subtraction, simple math, simple drawings, technical reports, and technical instructions is required. In addition, the employee must be able to write or present simple memos, summaries, business letters, and technical reports.

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.

Affirmative Action Policy

Please review our Affiantive Action Policy.