Customer Accounts Coordinator

All-Guard Alarm Systems; Livermore (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

All-Guard Alarm Systems is seeking a Customer Account Coordinator to manage billing, accounts receivable, and related customer communications from our Livermore, CA office. This role handles billing inquiries, account status, payments, and coordination with installation/reconciliation tasks.

The ideal candidate has 3+ years in billing or customer accounts with proficiency in MS Office and familiarity with DICE/NetSuite.

Qualifications

• Minimum 3 years of billing or customer account administration experience.
• Experience with job cost billing, recurring billing, or project billing preferred.
• Strong customer service, communication, and organizational skills.
• Proficient in Outlook, Word, and Excel; DICE and NetSuite a plus.
• Ability to manage multiple priorities and meet deadlines.

Responsibilities

• Serve as a point of contact for customer account inquiries.
• Process account changes, updates, and cancellations.
• Issue documentation such as W-9s and release forms.
• Assist with monthly recurring billing and rate increases.
• Generate finance charges and late fees per policy.
• Provide accounts payable and general accounting support.
• Assist month-end reporting, reconciliations, and special projects.
• Assist customers with billing questions and payment inquiries.
• Follow up on outstanding invoices and payment issues.
• Research and resolve billing discrepancies.
• Process payments via credit card, ACH, EFT.
• Support collection efforts and reconciliations.
• Coordinate installation scheduling and customer communications.
• Provide backup for billing and job cost functions including various billings.
• Maintain permit records in SF and Oakland.
• Review commercial credit reports (D&B, TransUnion).
• Handle annual business license renewals.
• Process UL Certificate and Permit applications.

Skills

Billing & accounts receivable

Customer service

Multi-tasking

Communication

Organizational skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

Attention to detail

Tools

DICE

NetSuite

MS Office (Outlook, Word, Excel)

Job description

Position Overview: The Customer Account Coordinator 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.