Residential Billing Specialist

Gem Plumbing & Heating; Lincoln (RI); On-site; USD 42,000 - 56,000; Full time

Job summary

Gem Plumbing & Heating is seeking a Residential Billing Specialist to review and process a high volume of residential service invoices. You will ensure labor, materials, equipment, payments, discounts, and all charges are accurate and properly documented before invoices are finalized.

In this office-based role, you will verify line items, credits, deposits, and terms; coordinate with technicians and accounting; and maintain organized billing records while addressing customer questions and

Qualifications

• High school diploma or equivalent required.
• 1-2 years of administrative, billing, customer service, accounts receivable, or data-entry experience preferred.

Responsibilities

• Review a high volume of residential service invoices for accuracy and completeness before final processing.
• Verify labor, materials, equipment, permits, charges, taxes, discounts, and other items are correctly recorded.
• Ensure invoices are supported by technician notes, service tickets, estimates, and payment records.
• Confirm billing accuracy on materials/quantities/prices and customer terms.
• Review payment status and ensure deposits, financing, credits, and adjustments are properly documented.
• Maintain organized billing records and accurate invoice/customer/job data in company systems.
• Identify missing/incorrect charges and coordinate corrections with relevant teams before invoicing.
• Process invoices, credits, statements, and other billing documents as assigned.
• Investigate and resolve customer billing questions and discrepancies promptly.
• Support payment application, account reconciliation, and refund processing with Accounting/AR.

Skills

Attention to detail

Data entry

Communication

Microsoft Excel

Microsoft Outlook

ServiceTitan

Confidential information handling

Education

High school diploma or equivalent

Associate's degree in accounting/finance/business or related field

Tools

ServiceTitan

Microsoft Excel

Microsoft Outlook

Job description

The Residential Billing Specialist reviews and processes a high volume of completed residential service invoices. This role ensures labor, materials, equipment, payments, discounts, and all other applicable charges are accurate, complete, and properly documented before invoices are finalized.

Essential Job Functions

• Review a high volume of completed residential service invoices for accuracy, completeness, and compliance with company billing standards before final processing.
• Verify that labor, materials, equipment, permits, trip charges, service fees, discounts, taxes, memberships, warranties, financing, deposits, and other applicable items are accurately recorded.
• Confirm that completed invoices are supported by technician notes, service tickets, estimates, approved work, customer authorizations, payment records, and other required documentation.
• Ensure materials and equipment are billed correctly, including appropriate quantities, pricing, markups, and applicable customer terms.
• Review payment status and confirm that payments collected at the time of service, deposits, financing transactions, credits, refunds, discounts, and adjustments are correctly applied and documented.
• Ensure invoice information, customer information, job information, payment information, and internal coding are accurate and complete within company systems.
• Identify missing, duplicate, incorrect, or unsupported charges and coordinate corrections with technicians, dispatch, customer service, sales, field leadership, or accounting before invoices are finalized.
• Process or prepare invoices, payment-related documentation, credits, adjustments, statements, and other billing records as assigned.
• Investigate and resolve customer billing questions, payment issues, invoice discrepancies, credits, and disputes in a timely, professional manner.
• Work with Accounting and Accounts Receivable to support accurate payment application, account reconciliation, refund or credit processing, and resolution of outstanding customer account matters.
• Maintain complete, accurate, and organized billing records, including invoice status, payment documentation, adjustments, customer correspondence, and required job documentation.
• Prepare or assist with reports related to invoice activity, payment trends, credits, billing errors, outstanding balances, and missed revenue opportunities.
• Identify recurring invoicing or documentation issues and recommend improvements to processes, system workflows, training, or communication.
• Protect confidential customer and financial information and follow all company policies, accounting controls, and billing procedures.
• Perform other duties as assigned to support residential operations.

Required Skills and Experience

• High school diploma or equivalent required; associate's degree in accounting, finance, business, or a related field is a plus.
• One to two years of administrative, billing, customer service, accounts receivable, or data-entry experience preferred.
• Strong attention to detail, accuracy, organization, and follow-through.
• Ability to work with numbers, review information for accuracy, and identify discrepancies.
• Ability to manage a high volume of work while meeting daily and weekly deadlines.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Outlook, Excel, and other Microsoft Office applications.
• Ability to learn and effectively use ServiceTitan and other company systems.
• Ability to handle confidential customer and financial information professionally.

Working Conditions

Environment

• Primarily an office-based position with regular use of computers, phones, company systems, and office equipment.
• The work environment is generally moderate in noise level and may include frequent interruptions, changing priorities, and deadline-driven work.
• Occasional early morning, evening, weekend, or holiday hours may be required based on workload, billing cycles, month-end deadlines, or business needs.

Physical Abilities

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time, including long periods of sitting, keyboard entry, use of office equipment, use of computer monitor
• Ability to speak concisely and effectively communicate
• Be able to communicate using a computer and phone/smart device
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust
• May require physical effort and cardiac endurance while reaching with hands and arms, stooping, kneeling, crouching, standing, walking, balancing, bending, leaning, kneeling, walking, and climbing
• Carrying supplies, up to 25 lbs.