Close-Out Specialist

Topline Heating & Air; Lancaster (Lancaster County); On-site; USD 28,000 - 37,000; Full time

Job summary

Topline Heating & Air is seeking a detail‑oriented Close-Out Specialist in Lancaster, PA. This in‑office role requires coordinating with field teams, ensuring complete documentation, preparing final invoices, and collecting payments to close jobs efficiently.

Ideal candidates are organized, communicative, and comfortable handling customer inquiries while maintaining accurate records in the CRM and accounting systems. Monday‑Friday schedule, full‑time with pay between $20.00 and $27.00 per hour.

Qualifications

• HVAC industry familiarity is preferred
• Strong attention to detail and organization
• Excellent verbal and written communication skills

Responsibilities

• Close-out HVAC jobs with accurate documentation and invoicing
• Coordinate with field techs, project managers, and accounting
• Follow up on outstanding balances and collect payments
• Update CRM and job management systems with close-out notes and status

Skills

HVAC knowledge

Detail oriented

Organizational skills

Communication skills

Job description

Topline Heating & Air
Location: Lancaster, PA - In Office
Department: Operations
Employment Type: Full-Time
Schedule: Monday-Friday, 8:00 AM-4:00 PM
Pay: $20.00-$27.00 per hour
Reports To: Operations Manager

About the Role

Are you highly organized, detail-oriented, and persistent? Do you take pride in making sure nothing falls through the cracks?

Topline Heating & Air is looking for a Close-Out Specialist to make sure every completed residential HVAC job gets across the finish line — from completed work to accurate documentation, invoicing, customer follow-up, payment, and final close-out.

This is a critical operations role that works closely with our field technicians, installers, project managers, comfort advisors, customers, accounting team, and management.

Your primary goal is simple:

Get every completed job properly closed, billed, and paid as quickly and accurately as possible.

If you enjoy solving problems, following up on details, communicating with customers, and seeing measurable results, this could be a great fit for you.

What You'll Do

Job Completion & Documentation

Review completed HVAC jobs daily to ensure all required information has been submitted.

Verify job notes, equipment information, photos, invoices, permits, inspections, customer signatures, and required documentation are complete.

Compare completed work against the original proposal, scope of work, and approved change orders.

Identify missing materials, labor, equipment, accessories, or other billable items.

Follow up with technicians, installers, comfort advisors, project managers, and management to resolve missing information.

Track punch-list items and outstanding work required before a job can be closed.

Ensure warranty and equipment registration requirements are completed when applicable.

Invoicing & Payment Collection

Prepare and/or process final customer invoices promptly after work is completed.

Verify invoices accurately reflect work performed, materials used, change orders, financing, deposits, discounts, taxes, and applicable fees.

Ensure deposits and progress payments are properly applied.

Contact customers regarding outstanding balances and arrange payment when necessary.

Follow up on unpaid invoices according to company procedures.

Maintain accurate records of payment commitments and follow-up dates.

Escalate delinquent or disputed accounts to management when appropriate.

Work with financing companies to ensure transactions are submitted, approved, and funded correctly.

Identify and resolve issues preventing the company from receiving payment.

Monitor open accounts and prioritize follow-up based on age and dollar amount.

Customer Communication

Contact customers after completion to confirm the work has been completed to their satisfaction.

Answer customer questions regarding invoices, balances, warranties, equipment, and completed work.

Resolve routine billing and documentation questions.

Obtain required signatures, approvals, payment information, and other documentation.

Handle collection conversations professionally and courteously.

Provide a positive final customer experience throughout the close-out process.

Job Close-Out Management

Maintain an accurate list of all open jobs and their current close-out status.

Review aging open jobs regularly and take action to move them toward completion.

Identify jobs that are complete but have not been invoiced or paid.

Track jobs waiting on inspections, permits, financing, parts, callbacks, customer decisions, or other requirements.

Coordinate with the appropriate departments to remove obstacles preventing job closure.

Ensure jobs are properly closed in the company's CRM, dispatch, accounting, and/or job-management systems.

Maintain accurate records so management can quickly understand why any job remains open.

Reporting & Accountability

Provide management with regular reporting on open jobs, unbilled work, outstanding balances, and aging receivables.

Track the time between job completion, invoicing, and payment.

Identify recurring issues that delay billing or collection.

Recommend process improvements that reduce outstanding accounts receivable.

Maintain confidentiality of customer financial and company information.

Follow all company policies and procedures.

How Success Is Measured

Your success in this position will be measured by your ability to consistently move completed jobs through the close-out process.

Key performance metrics may include:

Completed jobs closed within established company standards

Time from job completion to invoicing

Amount and age of outstanding accounts receivable

Percentage of invoices collected within established payment terms

Reduction in aged and unresolved jobs

Accuracy of invoices and job records

Timeliness of customer follow-up

Reduction in jobs delayed by missing documentation

Financing submission and funding accuracy

Customer satisfaction with the close-out process

What We're Looking For

Previous experience in HVAC, construction, plumbing, electrical, restoration, home services, or a related industry is preferred.

Experience with invoicing, accounts receivable, collections, customer service, or job administration is a plus.

Strong attention to detail and excellent organizational skills.

Excellent verbal and written communication skills.

Comfortable speaking professionally with homeowners about outstanding balances.

Strong follow-through and ability to manage multiple open jobs simultaneously.

Comfortable making payment-collection calls when necessary.

Ability to work independently while coordinating with multiple departments.

Experience with CRM, dispatch, accounting, or job-management software is preferred.

Ability and willingness to learn HVAC terminology, systems, and company processes.

The Ideal Candidate

We're looking for someone who is:

Accountable – Takes ownership and doesn't wait for someone else to solve the problem.

Persistent – Follows up until outstanding issues are resolved.

Detail-Oriented – Catches missing documentation, charges, signatures, and payments.

Organized – Can manage a high volume of open jobs without losing track.

Professional – Represents Topline professionally when communicating with homeowners.

Results-Oriented – Understands that completed work needs to become collected revenue.

Proactive – Identifies problems before they turn into aged receivables.

Team-Oriented – Works effectively with both field and office teams.

In-office position in Lancaster, PA

Full-time, Monday-Friday, 8:00 AM-4:00 PM

Pay: $20.00-$27.00 per hour

Primarily office-based.

Extended computer and telephone use throughout the workday.

Ability to communicate professionally with customers and employees.

Occasional travel to customer locations or company facilities may be required.

Regular attendance and punctuality are essential.

The Bottom Line

The Close-Out Specialist plays an important role in making sure the work our teams complete in the field turns into accurate invoices, satisfied customers, and collected revenue.

If you're organized, persistent, detail-oriented, and someone who doesn't let things fall through the cracks, we'd like to hear from you.