Service Billing Administrator

associated; Warrenville (IL); Remote; USD 33,000 - 39,000; Full time

Job summary

Associated Solutions is seeking a Service Billing Administrator to review, validate, process, and close service work orders for accurate customer billing. You will monitor daily WIP, confirm billing readiness, review notes, resolve gaps, and coordinate with Dispatch, Field Service, Warranty, and Accounting to ensure timely invoicing.

This role requires strong attention to detail, excellent written and verbal communication, and the ability to work from home according to policy while staying

Qualifications

• Strong attention to detail with the ability to review invoices, notes, and documentation accurately.
• Ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced service environment.
• Excellent written and verbal communication with technicians, dispatch, and customers.

Responsibilities

• Review daily WIP and process completed work orders for billing per timelines.
• Validate work orders for accuracy and billing readiness including all required documentation.
• Close work orders once billing is confirmed and complete.
• Review customer notes to confirm billing instructions and portal requirements.
• Identify and resolve missing or inaccurate information delaying billing; coordinate with internal teams.
• Monitor status issues such as Awaiting PO, Tech Issue, Dispatch Issue.
• Maintain accurate records in ERP, service portals, and related systems.
• Support month-end close and monthly summary invoicing.

Skills

Attention to detail

Multitasking

Communication

Billing research

Organizational skills

WIP management

MS Office

ERP systems

Education

High school diploma or equivalent

Tools

Excel

Outlook

ERP systems

Job description

The Service Billing Administrator reviews, validates, processes, and closes service work orders to ensure accurate, timely customer billing. This role monitors daily work-in-progress (WIP), confirms billing readiness, reviews customer and equipment notes, resolves documentation gaps, and coordinates with Dispatch, Field Service, Warranty, Accounting, and other internal teams. Success in this position requires strong attention to detail, consistent follow-through, and a commitment to supporting accurate billing and responsive service for internal and external customers.

Hourly wage range: $24 - $28 per hour

Essential Functions:

• Review daily WIP and process completed work orders in accordance with department timelines and billing requirements.
• Validate work orders for accuracy, completeness, and billing readiness, including customer, equipment, labor, parts, sublet, PO, signature, and supporting documentation.
• Close work orders once jobs are complete and all billing information is confirmed.
• Review customer and equipment notes to confirm billing instructions, portal requirements, purchase order needs, and special handling procedures.
• Identify and resolve missing or inaccurate information that may delay billing, coordinating with Dispatch, Field Service, Warranty, Accounting, technicians, and other internal teams as needed.
• Monitor work order status issues, including Awaiting PO, Tech Issue, and Dispatch Issue.
• Add, update, and validate customer or blanket PO information required for billing.
• Assist with monthly summary invoicing.
• Support sublet vendor invoice processing by ensuring costs are properly coded, documented, and billed.
• Communicate professionally with internal departments and customers regarding billing questions, documentation needs, invoice status, and account‑specific requirements.
• Maintain accurate records in ERP, service, customer portal, and related systems.
• Support month‑end close by ensuring completed work orders are processed accurately and on time.
• Perform additional duties as assigned or as business needs dictate.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Required Qualifications:

• Strong attention to detail, with the ability to accurately review and validate work orders, invoices, notes, and supporting documentation.
• Ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast‑paced service environment.
• Strong written and verbal communication skills for working with technicians, dispatchers, field service leaders, customers, vendors, and internal teams.
• Ability to research billing issues, identify root causes, and follow through to resolution.
• Strong organizational skills and ability to maintain complete, accurate records.
• Working knowledge of service work order processes, WIP management, purchase orders, customer billing, credits, rebills, and invoice adjustments preferred.
• Ability to remain professional and composed when resolving billing issues or escalated items.
• Basic proficiency in Microsoft Office, Outlook, Excel, Windows, ERP systems, and customer portal applications.
• Ability to work from home effectively in accordance with company policy while remaining reliable, accountable, self‑motivated, and able to work independently with minimal supervision and contribute within a team environment.

Preferred Qualifications:

• High school diploma or equivalent required.
• 1-3 years of experience in billing, service administration, customer service, dispatch support, accounting support, or a related administrative role preferred.
• Experience processing service work orders, invoices, purchase orders, customer portals, credits, or rebills preferred.
• Experience in material handling, equipment service, field service, or a related industry preferred but not required

To view our company benefits, please visit our careers site at:

www.associated-solutions.com/careers