Service Admin & Billings Coordinator

Jenco Inc; Scottsdale (AZ); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Benefits on day one

Life Insurance (company paid)

Disability insurance (company paid)

401k match

Vacation/PTO/Holiday/Flex Holiday

Growth opportunities

Feedback reviews

Job summary

Jenco Inc. is seeking a detail-oriented Service Administration and Billings Coordinator to keep the Service department running smoothly.

You will act as the connective tissue between technicians, dispatch, vendors, customers, and accounting to ensure tickets are processed accurately and invoices go out on time. You will juggle a high volume of transactions, communicate with customers and vendors, and keep records audit-ready.

Qualifications

• 4+ years in service administration, billing, dispatch, procurement, or office coordination in related field.
• Strong attention to detail and numerical accuracy.
• Experience with PO processes and vendor coordination a plus.

Responsibilities

• Process and review service tickets for accuracy and documentation.
• Coordinate with field techs and dispatch to resolve missing information.
• Maintain customer and job records in the ERP system.
• Generate and issue customer invoices based on completed work and pricing.
• Support billing and AR activities during month-end close.

Skills

Excel skills

Service administration

Billing/AR processes

Vendor coordination

Communication

Education

High school diploma

Associate's degree a plus

Tools

ERP system

Billing software

Job description

Jenco is looking for a detail-oriented Service Administration and Billings Coordinator to help keep our Service department running smoothly. You'll be the connective tissue between our field technicians, dispatch, vendors, customers, and accounting - making sure service tickets are processed accurately, materials are ordered and ready when techs need them, invoices go out on time, and our customer and job records stay clean and audit-ready.

If you're comfortable juggling a high volume of transactions, confident communicating with customers, vendors, and techs alike, and you like the satisfaction of a well-organized close-out cycle, we'd love to talk to you.

What We Offer

• Benefits on day one
• $50k Life Insurance (company paid)
• Short-term & Long-term Disability (company paid)
• 401k contributions + company match
• Vacation/PTO/Holiday/Flex Holiday
• Real opportunities for growth
• Regular feedback reviews

What You'll Do

Service Administration

• Process and review completed service tickets/work orders for accuracy, completeness, and proper documentation
• Coordinate with field techs and dispatch to resolve missing or incomplete ticket information
• Maintain accurate customer and job records in our service management/ERP system
• Support scheduling and dispatch coordination during high-volume periods
• Track and follow up on open/aging tickets to keep the close-out cycle moving
• Assist with warranty tracking, callback documentation, and service agreement/contract administration
• Handle utility/AHJ submissions for permitting purposes
• Support fleet management

Procurement & Material Ordering

• Review lighting and gear submittals, making corrections as needed
• Order materials for service projects based on technician requests, job specs, and stock needs
• Source pricing and place purchase orders with approved vendors; track order status and expedite as needed
• Match POs to vendor invoices/packing slips and resolve discrepancies
• Maintain vendor relationships and monitor pricing for cost-effectiveness
• Coordinate material delivery/pickup logistics with techs, warehouse, and job sites
• Track open POs and maintain visibility into material spend by job
• Generate and issue accurate customer invoices based on completed service work, T&M tickets, and contracted pricing
• Verify pricing, labor rates, material costs, and tax calculations before invoicing
• Research and resolve billing discrepancies, customer disputes, and short-pays
• Monitor AR aging for service billing and support collections follow-up
• Process customer billing portal/AP requirements for commercial accounts (insurance certificates, PO matching, lien waivers, etc.)
• Reconcile daily/weekly billing batches against completed job counts

Customer & Cross-Functional Support

• Serve as a point of contact for customer billing inquiries
• Partner with Accounting/AR on month-end close activities related to service revenue
• Support internal reporting on service revenue, material spend, and billing cycle times
• Uphold company standards for professionalism and customer experience in every interaction

What You Bring

• 4+ years of experience in service administration, billing, dispatch, procurement, and/or office coordination - electrical field service industry strongly preferred
• Working knowledge of service/field management software and strong Excel skills
• Experience with purchase order processes and vendor coordination; familiarity with electrical materials/supply houses a plus
• High attention to detail with strong numerical accuracy
• Ability to manage a high volume of transactions and shifting priorities in a fast-paced environment
• Strong written and verbal communication skills; comfortable interfacing with customers, vendors, and field crews
• Understanding of basic AR/invoicing principles; tax-jurisdiction billing experience a plus
• High school diploma required; Associate's degree in business or related field a plus

Work Environment

Primarily office-based, with occasional visits to the warehouse, job sites, or vendor locations for material coordination and pickup/delivery logistics.

Equal Opportunity Employer, including disabled and veterans.