Data Entry Representative

CoolSys; Phoenix (AZ); On-site; USD 25,000 - 28,000; Full time

Benefits offered by this job

Competitive pay

Medical, Dental, Vision

401(k) with company match

Life insurance

AD&D

Short/Long-term disability

Tuition reimbursement

Employee discounts

Pet Insurance

Legal Plan

ID Theft Protection

Job summary

CoolSys in Phoenix, AZ is hiring for an Accounts Payable/Billing Clerk to print, review, and submit final invoices or credit memos to customers via mail, email, or online portal. The role requires accurate data entry, strong organization, and proactive communication with customers and internal teams.

The position supports the billing process, handles inquiries, and uses Smartsheet for entry confirmation and discrepancy communication.

Qualifications

• Typing speed and accuracy essential for entry and validation of data.
• Excellent organization, multi-tasking and prioritization abilities.
• Strong attention to detail with accurate data handling.

Responsibilities

• Enter customer and account data from source documents within time limits.
• Establish entry priorities based on deadlines.
• Print and submit final invoices and credit memos to customers by required delivery method.
• Review invoices against portals to identify discrepancies.
• Respond to invoice queries from other departments or customers.
• Communicate with customers and route requests for resolution.
• Use Smartsheet to confirm entries and communicate discrepancies.
• Maintain and respond to emails in the Billing inbox.
• Support team goals and perform additional duties as needed.

Skills

Typing speed

Organization

Multi-tasking

Attention to detail

Communication

Prioritization

Data entry

Oral communication

Education

High school diploma

Associate degree preferred

Tools

Microsoft Office

Dynamics

Internet Explorer

Job description

Overview

CoolSys solves the most complex challenges in refrigeration, air conditioning, heating, engineering, and energy management.With over 3,700 associates nationwide, we deliver tailored solutions to help businesses cut costs, improve equipment performance, and reduce emissions.

Our services include HVAC and refrigeration equipment sourcing, installation, repair, maintenance, monitoring, and optimization. We also offer engineering design, energy resilience and consumption optimization, asset recycling, and seamless multi-site rollouts across states.

CoolSys serves over 45,000 customer locations in industries like retail, food service, commercial, data centers, industrial, and pharmaceuticals.

No wonder Newsweek named CoolSys one of America’s Greatest Workplaces!

We understand that hiring great people is the foundation of everything we do. Our employee benefits packages include:

• Competitive pay $18-20/HR
• Benefits: Medical, Dental, Vision and Prescription coverage.
• Paid vacation, holidays, and floating holiday.
• 401(K)with Company match.
• Company sponsored life insurance, as well as optional AD&D, short and long-term disability.
• Tuition reimbursement.
• Employee discountson vehicles, hotels, theme parks, select cell phone bills and so much more.
• Pet Insurance.
• Legal Plan, and ID Theft Protection.

Responsibilities

JOB SUMMARY:

This position is responsible for printing, reviewing and submitting final invoices or credit memos to customer per their required method of delivery (mail, email or online portal). Reviews data for deficiencies or errors, correcting any incompatibilities and checking output.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Enters customer and account data from source documents within time limits.
• Establishes entry priorities based on customer deadlines.
• Prints and submits final invoices to customer per the required method of delivery (mail, email, online entry).
• Prints and submits credit memos to customer per required method of delivery.
• Reviews and verifies invoices against customer portal, recognizing any discrepancies or billing errors prior to submitting to customer.
• Researches and responds to queries on invoices per request by others such as Collections, Service Managers or Billing Managers.
• Communicates with customers as necessary and distributes requests to appropriate personnel/department for resolution.
• Utilizes smartsheet to confirm invoices/batches have been entered.
• Utilizes smartsheet to communicate to billers on invoice discrepancies or inaccuracies.
• Maintains and responds to emails sent to main Billing email inbox.
• Contributes to team effort by accomplishing related results as needed.
• Perform other duties as assigned.

Qualifications

ESSENTIAL KNOWLEDGE, SKILLS, ABILITIES, AND COMPETENCIES:

• Typing speed and accuracy.
• Excellent organization and communication skills.
• Ability to multi-task effectively.
• Attention to detail.
• Excellent knowledge of correct spelling, grammar and punctuation.
• Ability to interact with all levels of management in various departments.
• Ability to organize and prioritize your own work.
• Ability to navigate internet explorer using customer 3rd party portals.
• Ability to add, subtract, multiply, divide and to record, balance, and check results for accuracy.
• Ability to express or exchange ideas by means of the spoken word, communicating orally with others accurately, clearly, and quickly.

COMPUTER SOFTWARE KNOWLEDGE:

• Solid working knowledge of use of the Microsoft suite of applications (Word, Excel, etc.).
• Advanced usage of Internet Explorer.
• Knowledge of use of Dynamics preferred.

EDUCATION, EXPERIENCE AND/OR LICENSES:

• High school diploma or equivalent. Associate degree preferred but not required.
• 1 – 2 years of data entry experience.

Join Us

Today, there are 27 different companies that make up the CoolSys family of brands.

Our valued employees are at the heart of our continued growth and success. We invite you to be part of that growth!

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CoolSysis an EEO/AA Employer. All qualified individuals - Including all ages, colors, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristicsare encouraged to apply.

Pre-employment background screening (criminal andMVR for driving positions) and drug testing arerequiredfor all positions. CoolSys will consider qualified applicants with criminal histories in a manner consistent with federal law, state law, or local ordinance.