Billing Specialist

W.O. Grubb Crane Rental; Chesterfield Court House (VA); On-site; USD 42,000 - 64,000; Full time

Job summary

W.O. Grubb Crane Rental is seeking a Billing Specialist to ensure accurate and timely customer billing across multiple branches. You will prepare invoices, review data for completeness, and submit through portals and email, coordinating with Dispatch, Sales, Operations, and Accounting.

The role requires attention to detail, organization, and strong communication skills; experience with Fleet Cost & Care or Sage 300 is a plus. The position supports back-office AR and takes on coverage as needed.

Qualifications

• Proficient in Microsoft Office suite (Outlook, Word, Excel).
• Excellent data entry accuracy and attention to detail.
• Strong written and verbal communication.
• Ability to multi-task and support multiple teams.
• Pass drug test, background check, and fit for duty.

Responsibilities

• Generate accurate customer invoices from electronic tickets and job data.
• Review system information and resolve missing or conflicting billing details.
• Submit invoices via email and customer portals (Taulia, Ariba, etc.).
• Collaborate with Dispatch, Sales, Operations, and Accounting to resolve issues.
• Monitor unbilled jobs and prevent backlog; provide coverage as needed.
• Process credit cards and pre-authorizations; front desk phone support.

Skills

Microsoft Office

Communication

Data Entry

Customer Service

Organizational Skills

Tools

Fleet Cost & Care

Sage 300

Job description

Description

The Billing Specialist is responsible for accurate and timely customer billing across multiple branches, including invoice preparation, issue resolution, portal submission, and monitoring unbilled work. This role requires strong attention to detail, organization, and communication skills to effectively partner with Dispatch, Sales, Operations, and Accounting teams.

Responsibilities:

• Generate accurate and timely customer invoices using electronic tickets, quote details and job information available in Fleet Cost & Care system.
• Review system information for completeness and resolve missing or conflicting billing details.
• Ensure invoices comply with customer-specific billing requirements, PO’s and contract terms.
• Submit invoices through email and customer portals (Taulia, Ariba, etc.)
• Work with multiple branch operations and sales teams to resolve billing issues or discrepancies.
• Monitor unbilled jobs and follow up to keep billing current and prevent backlog.
• Provide cross-coverage for other Billing Specialists as needed.
• Process credit cards and pre-authorizations as needed.
• Front desk support - phone backup per as needed basis.
• Performs other tasks assigned by the AR Manager & accounting team.

Knowledge, Skills, and Experience

Essential:

• Proficient in Microsoft Software (Outlook, Word, Excel)
• Strong oral and written and communication skills.
• Excellent data entry skills: accuracy, thoroughness, and attention to detail.
• Strong customer service/support and problem resolution skills.
• Excellent organizational skills, ability to multi-task.
• Must be able to pass a drug test, background check, and fit for duty test.

Desired:

• 1+ Years of billing experience (generating invoices).
• Fleet Cost & Care / Sage 300 software experience.