Service Administrator

Aston Carter; Michigan; On-site; USD 30,000 - 34,000; Full time

Job summary

Aston Carter is seeking a detail-oriented Billing & Administrative Coordinator to support daily service operations and customer account administration in Livonia, MI. You will liaise between customers, service coordinators, project managers, technicians, and accounting to ensure invoices are processed accurately.

Key tasks include generating invoices, reviewing tickets for billing accuracy, logging hours and materials, and preparing weekly billing reports.

Qualifications

• 2+ years in administrative support, billing, invoicing, customer service, service coordination, or project administration.
• Strong Microsoft Office skills, especially Excel and Outlook.
• Excellent organizational and multitasking abilities.
• Strong attention to detail and accuracy.
• Professional communication with customers and internal teams.
• Experience handling documentation in a fast-paced environment.

Responsibilities

• Generate invoices for completed service and project work.
• Review service tickets, work orders, technician notes, and documentation for billing accuracy.
• Verify labor hours, materials, purchase orders, and pricing information prior to invoice generation.
• Coordinate with Service Coordinators regarding completed work and billing status.
• Respond to customer inquiries regarding invoices, payment documentation, and billing questions.
• Maintain customer account records and service documentation.
• Track open billing items and assist with issue resolution.
• Support accounts receivable follow-up and collection-related inquiries.
• Prepare weekly and monthly billing reports.
• Enter and maintain data within internal systems.
• Assist with contract administration and customer records management.
• Answer incoming phone calls and emails from customers and internal partners.
• Provide administrative support to service leadership as needed.

Skills

Administrative support

Billing & invoicing

Customer service

Service coordination

Project administration

Excel

Outlook

Attention to detail

Professional communication

Education

Bachelor's degree or equivalent

Tools

ERP systems

Service management software

Accounting systems

Job description

Job Description

Overview

Seeking a detail-oriented Billing & Administrative Coordinator to support daily service operations and customer account administration. This individual will serve as a liaison between customers, service coordinators, project managers, technicians, and accounting to ensure invoices are processed accurately and administrative tasks are completed efficiently.

Essential Responsibilities

• Generate invoices for completed service and project work
• Review service tickets, work orders, technician notes, and documentation for billing accuracy
• Verify labor hours, materials, purchase orders, and pricing information prior to invoice generation
• Coordinate with Service Coordinators regarding completed work and billing status
• Respond to customer inquiries regarding invoices, payment documentation, and billing questions
• Maintain customer account records and service documentation
• Track open billing items and assist with issue resolution
• Support accounts receivable follow-up and collection-related inquiries
• Prepare weekly and monthly billing reports
• Enter and maintain data within internal systems
• Assist with contract administration and customer records management
• Answer incoming phone calls and emails from customers and internal partners
• Provide administrative support to service leadership as needed

Must-Have Qualifications

• 2+ years of experience in administrative support, billing, invoicing, customer service, service coordination, or project administration
• Strong Microsoft Office experience, especially Excel and Outlook
• Excellent organizational and multitasking skills
• Strong attention to detail
• Ability to communicate professionally with customers and internal teams
• Experience handling documentation in a fast-paced environment

Nice-to-Have Qualifications

• Experience within HVAC, mechanical contracting, construction, facilities management, transportation, logistics, or field services
• Experience working within ERP, service management, dispatch, or accounting systems
• Experience reviewing work orders, purchase orders, or invoice documentation

Job Type & Location

This is a Contract to Hire position based out of Livonia, MI.

Pay and Benefits

The pay range for this position is $22.00 - $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms.

If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Livonia,MI.

Application Deadline

This position is anticipated to close on Aug 24, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will