Billing Specialist

Hoffman-; Knoxville (TN); On-site; USD 38,000 - 54,000; Full time

Job summary

Hoffman Mechanical Solutions provides essential service billing support for its HVAC division, reporting to the Billing Manager. The role focuses on accurate, timely invoicing, data entry in Viewpoint, and collaboration with technicians and departments to resolve billing issues.

The ideal candidate has 2–4 years of service-billing experience, strong communication skills, and familiarity with accounts receivable and Viewpoint invoicing.

Qualifications

• Excellent verbal and written communication skills.
• Strong time management and coordination skills.
• Desire to exceed customer expectations.
• Strong verbal, written, analytical, and problem-solving skills.
• General accounting principles and knowledge of accounts receivable.

Responsibilities

• Perform accurate and timely billing of client accounts.
• Prepare invoice data entry using Viewpoint and maintain documentation.
• Generate pro forma invoices as needed.
• Review work order details and verify with customers, subcontractors, and service coordinators.
• Generate financial reports using Viewpoint tool.
• Research unresolved payment issues and billing discrepancies to reconcile invoices.
• Track and verify Service Technicians' inventory when applicable.
• Assist with completing contract documents or generating billing documents for complex customers.
• Perform other general administrative duties as assigned.
• Flexibility to deviate work hours to meet deadlines.
• Familiarity with Viewpoint service tool for data entry of billing process.
• Familiarity with HVAC repairs to interpret invoice scope.

Skills

Communication

Time management

Customer service

Analytical skills

Accounting basics

Tools

Viewpoint

Job description

Position Title: Billing Specialist
Company: Hoffman Mechanical Solutions
Reports to:Billing Manager

Summary:

The Service Billing Specialist provides administrative and clerical support to the Service Department and reports directly to the Billing Manager. Keen attention to detail is important when tracking and verifying Service Technician work for reconciling to bill customers. The Service Billing Specialist is responsible for compiling fees, charges, materials or subcontract services provided when preparing invoices and billings. Exceptional interpersonal skills, through written or verbal communication are essential as the Service Billing Specialist is in regular contact with Service Technicians, other departments, and customers. Other job duties as assigned.

Hoffman Mechanical Solutions, Inc. is a company focused on being #1 in the HVAC industry in providing the most innovative HVAC solutions through superior design and customer service.

Essential Job Functions and Responsibilities:

• Performaccurateandtimelybillingofclientaccounts
• PrepareinvoicedataentryusingViewpoint,andmaintainfiledocumentationper accounting guidelines.
• Generateproformainvoicesasneeded.
• Reviewdetailsofeachworkorder,pursuedetailsfromcustomer,subcontractors,suppliers’ technicians and service coordinator as needed
• GeneratefinancialreportsusingViewpointtool
• Research unresolved payment issues and/ or billing discrepancies to reconcile outstanding invoices
• Utilize Technician Work orders and verbal communication to clarify billing scope and cost details, document details and add to work order file.
• TrackandverifiesServiceTechniciansinventorywheninventoryapplies.
• Assistwithcompletingcontractdocumentsorgeneratespecificbillingdocumentswhen required for complex customers.
• Performsothergeneraladministrativedutiesasassigned.
• Flexibilitytodeviateworkhourstomeetdeadlines.
• FamiliaritywithViewpointservicetoolfordataentryofbillingprocess.
• FamiliaritywithcommercialHVACrepairstofacilitateinterpretationofinvoicescope documentation.

Education and Experience:

• 2-4 years’ experience in billing for a service trades such as: HVAC, Plumbing, Electrical, or Refrigeration is a plus.

Skills:

• Excellentverbalandwrittencommunicationskills
• Excellenttimemanagementandcoordinationskills
• Desiretoexceedcustomerexpectations
• Strongverbal,written,analytical,andproblem-solvingskill
• General accounting principles, knowledge of accounts receivable, proficiency in software and multi-tasking are critical skills

PhysicalDemands:

• Standing:Frequently
• Walking:Frequently
• Sitting:Frequently
• Handling/Fingering:Frequently
• Bending:Frequently
• Pushing/Pulling12lbs.orless:Frequently
• Lifting/Carrying10lbs.orless:Frequently
• Lifting/Carrying11-20lbs.:Occasionally
• ReachingOutward:Occasionally
• ReachingAboveShoulder:Occasionally
• Squatting/Kneeling:Occasionally

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman Mechanical Solutions, Inc.