Invoice & Data Entry Specialist

CoolSys - Refrigeration and HVAC Systems; Phoenix (AZ); On-site; USD 37,440 - 41,600; Full time

Benefits offered by this job

Competitive pay

Medical coverage

Dental coverage

Vision coverage

Prescription coverage

Paid vacation

Floating holidays

401(k) with Company match

Life insurance (Company)

AD&D

Short/Long-term disability

Tuition reimbursement

Employee discounts

Pet Insurance

Legal Plan

ID Theft Protection

Job summary

CoolSys - Refrigeration and HVAC Systems in Phoenix is seeking a Billing/Data Entry Clerk to print, review and submit final invoices or credit memos by the customer’s preferred delivery method. You will verify data, correct discrepancies, and ensure accurate billing across multiple sites.

The role requires fast typing, strong organization, attention to detail, and the ability to balance multiple tasks while communicating with customers and internal teams.

Qualifications

• Typing speed and accuracy required.
• Strong organization and communication skills.
• Ability to multi-task effectively.
• Attention to detail in all billing data.
• Excellent spelling, grammar and punctuation.
• Ability to interact with management across departments.
• Ability to organize and prioritize work.
• Experience with customer portals via Internet Explorer.
• Basic arithmetic and balancing skills.
• Ability to communicate clearly, verbally.

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.

Skills

Typing speed

Organization

Multi-tasking

Attention to detail

Spelling & grammar

Oral communication

Prioritization

IE portals navigation

Arithmetic skills

Communication with management

Education

High school diploma or equivalent

Associate degree preferred

Tools

Microsoft Office

Internet Explorer

Dynamics (preferred)

Job description

CoolSys - Refrigeration and HVAC Systems in Phoenix is seeking a Billing/Data Entry Clerk to print, review and submit final invoices or credit memos by the customer’s preferred delivery method. You will verify data, correct discrepancies, and ensure accurate billing across multiple sites.

The role requires fast typing, strong organization, attention to detail, and the ability to balance multiple tasks while communicating with customers and internal teams.