HVAC Service Coordinator & Billing Specialist

The RISE Group, Inc.; Cranston (IA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Paid time off and holidays

Employer-matching 401(k)

Employer-paid ESOP

Health care benefits

Job summary

The RISE Group, Inc. is seeking a Service Coordinator to manage the end-to-end workflow from call intake to invoicing for commercial HVACR. You will schedule, dispatch, and track service work, coordinate with customers, technicians, and accounting, and ensure accurate billing and documentation.

The role emphasizes detail orientation, customer focus, and effective communication, with opportunities to contribute to process improvements and project work.

Qualifications

• 5+ years of experience in service coordination, dispatch, and/or invoicing within commercial HVAC, mechanical contracting, or construction services.
• Working knowledge of commercial service billing practices, including time and material, contract, quoted, and not-to-exceed work.
• Experience with service management software (ServiceTitan preferred).
• Proficiency in Microsoft Office (Outlook, Excel, Teams).
• Strong attention to detail and ability to review technical service documentation accurately.
• Excellent communication skills and ability to work effectively with customers, technicians, and internal teams.

Responsibilities

• Schedule, dispatch, and coordinate commercial HVACR service calls, including reactive service, preventive maintenance, and minor project work.
• Monitor technician schedules and job progress throughout the day, adjusting assignments as needed to meet customer priorities, response-time commitments, and efficiency goals.
• Serve as a primary point of contact for commercial customers regarding service requests, scheduling, job status, and basic billing-related inquiries.
• Communicate clearly and professionally with customers, technicians, service management, and accounting to maintain alignment and expectations.
• Create, update, and maintain accurate service work orders in the service management system (e.g., ServiceTitan or equivalent).
• Ensure labor hours, parts usage, service notes, photos, and required documentation are complete and accurate prior to job closeout.
• Enter, review, and validate technician timesheets, ensuring labor is coded correctly to the appropriate job, phase, and pay type in accordance with company policy and payroll requirements.
• Support field technicians by providing job details, service history, customer contacts, and site-specific requirements.
• Coordinate parts ordering, deliveries, rentals, subcontractor support, and warranty documentation as needed.
• Review completed service tickets for accuracy, completeness, and billability.
• Generate customer invoices in accordance with service agreements, time-and-material pricing, and contractual terms.
• Verify labor, materials, pricing, markups, and tax treatment before invoices are issued.
• Coordinate with Service Managers and Accounting to resolve billing discrepancies, credits, and adjustments.
• Assist with maintenance contract billing, recurring service invoicing, and job-related billing documentation requests.
• Respond to customer questions related to invoices and provide supporting documentation as required.
• Track service jobs through completion to ensure timely closeout and invoice release in support of cash flow objectives.
• Maintain organized service and billing records in compliance with company standards and customer requirements.
• Support service leadership with reporting related to workload, backlog, scheduling efficiency, and invoicing status.
• Participate in continuous improvement initiatives related to scheduling, documentation, service delivery, and billing accuracy.
• Adhere to all company safety, quality, and compliance standards.

Skills

Coordination

Dispatch

Invoicing knowledge

ServiceTitan experience

Microsoft Office

Attention to detail

Communication

Tools

ServiceTitan

Microsoft Excel

Outlook

Job description

The RISE Group, Inc. is seeking a Service Coordinator to manage the end-to-end workflow from call intake to invoicing for commercial HVACR. You will schedule, dispatch, and track service work, coordinate with customers, technicians, and accounting, and ensure accurate billing and documentation.

The role emphasizes detail orientation, customer focus, and effective communication, with opportunities to contribute to process improvements and project work.