Customer Accounts & Billing Specialist

All-Guard Alarm Systems; Livermore (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

All-Guard Alarm Systems is seeking a Customer Accounts & Billing Specialist in Livermore, CA. The role handles customer account administration, billing, payments, and documentation, serving as the primary contact for billing inquiries and payment arrangements.

The position involves coordinating recurring billing, processing various payment methods, and supporting month-end reconciliations and reporting. A strong customer-service mindset and multitasking ability are essential.

Qualifications

• Minimum 3 years of billing or account administration experience.
• Experience with recurring billing and project billing preferred.
• Strong written and verbal communication and organizational abilities.

Responsibilities

• Serve as a point of contact for customer account inquiries.
• Process account changes, updates, and cancellations.
• Issue required documentation (W-9s, COIs, releases).
• Support monthly recurring billing processes and rate increases.
• Process payments via credit card, ACH, and EFT.
• Assist with month-end reporting and reconciliations.
• Provide accounts payable support as needed.

Skills

Customer service

Communication

Organizational skills

Tools

DICE

NetSuite

Microsoft Excel

Outlook

Job description

Position:Customer Accounts & Billing Specialist

Location: Livermore, CA

Job Id:145

# of Openings:1

Position Overview: The Customer Account and Billing specialist is responsible for managing customer accounts, collections, cancellations, payment processing, and recurring billing activities. This position serves as a primary point of contact for customers regarding billing inquiries, account status, and payment arrangements while supporting various accounting functions as needed.

Key duties & Responsibilities: Please note the essential functions may vary depending on department size, organizational structure and/or geographic location.

Customer Account Administration

• Serve as a point of contact for customer account inquiries.
• Process customer account changes, updates, and cancellations.
• Issue customer documentation, including W-9s, Certificates of Installation, Conditional Releases, and Unconditional Releases.
• Assist with monthly recurring billing processes and customer rate increases.
• Generate finance charges and late fees according to company policies.
• Provide Accounts Payable and general accounting support as needed.
• Assist with month-end reporting, reconciliations, and special projects.

Accounts Receivable Support

• Assist customers with billing questions and payment inquiries.
• Follow up on outstanding invoices and payment issues as needed.
• Research and resolve account discrepancies and billing concerns.
• Process customer payments, including credit card, ACH, and EFT transactions.
• Support collection efforts and account reconciliations when required.

Billing & Job Cost Functions

• Schedule installation appointments and coordinate customer communications as needed.
• Provide backup support for billing and job cost functions, including installation billing, service ticket billing, billing adjustments, disconnect bill-outs, guard charges and inter-department billings. Process parts transfers between warehouse and work-in-progress (WIP) and job cost labor hours.
• Assist with billing-related reporting, reconciliations, and special projects as needed.
• Maintain San Francisco and Oakland permit records.
• Obtain and review commercial credit reports, including D&B and TransUnion reports.
• Annual business license renewals
• Process UL Certificate and Permit applications when needed

Qualifications

• Minimum 3 years of billing, customer account administration, accounting support, or related experience.
• Experience with job cost billing, recurring billing, customer account maintenance, or project billing preferred.
• Strong customer service, communication, and organizational skills.
• Proficient in Microsoft Outlook, Word, and Excel.
• Experience with accounting software; DICE and NetSuite experience is a plus.
• Ability to manage multiple priorities, meet deadlines, and work independently.
• Professional office environment with low to moderate noise levels.
• Primarily desk-based work involving computer, phone, and customer communication.

Pre-Employment Requirements

• Must be able to pass a pre-employment physical/drug screen, including the Bureau of Security background check to obtain an ACE License per Company guidelines.

Physical Demands

In general, the following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to see, hear, speak, and write clearly in order to communicate with employees, customers, and/or vendors; manual dexterity required for occasional reaching and lifting of small objects, and operating office equipment.