Close-Out Coordinator: Invoicing & Receivables

Topline-Heating-; Lancaster (Lancaster County); On-site; USD 42,000 - 56,000; Full time

Job summary

Topline Heating & Air is seeking a highly organized Close-Out Specialist in Lancaster, PA. This in-office role focuses on driving the finalization of completed HVAC jobs, ensuring accurate documentation, invoicing, and timely payment.

You will work closely with field teams, project managers, and the accounting department to review, bill, and collect on close-out tasks, maintaining precise records and customer communication throughout the process.

Qualifications

• HVAC, construction, plumbing, electrical, restoration, home services, or related industry experience preferred.
• Experience with invoicing, accounts receivable, collections, customer service, or job administration is a plus.

Responsibilities

• Review completed jobs daily to ensure all required information is submitted.
• Verify notes, equipment info, photos, invoices, permits, inspections, signatures, and documentation.
• Identify missing billable items and follow up with relevant teams to resolve issues.
• Prepare and process final customer invoices; ensure accuracy reflecting work, materials, changes, financing, deposits, taxes and fees.
• Contact customers regarding outstanding balances and arrange payment; follow up on unpaid invoices per procedures.
• Maintain open job records, track aging, and escalate delinquent accounts when appropriate.
• Coordinate with departments to remove obstacles to close-out; ensure CRM/dispatch/accounting records reflect status.

Skills

HVAC industry experience

Invoicing / A/R / collections

Customer service

Detail oriented

Tools

CRM software

Dispatch software

Accounting software

Job description

Topline Heating & Air is seeking a highly organized Close-Out Specialist in Lancaster, PA. This in-office role focuses on driving the finalization of completed HVAC jobs, ensuring accurate documentation, invoicing, and timely payment.

You will work closely with field teams, project managers, and the accounting department to review, bill, and collect on close-out tasks, maintaining precise records and customer communication throughout the process.