Service Billing Coordinator

West Fire Systems Inc; City of Rochester (NY); On-site; USD 30,000 - 39,000; Part time

Benefits offered by this job

PTO plan

401(k) matching

Medical insurance

Dental and vision

Life insurance

Tuition reimbursement

Disability coverage

Job summary

SciensBuilding Solutions is seeking a Part Time Service Billing Coordinator to manage invoices, support general finance tasks, and ensure accurate billing practices. This role demands strong organization and clear communication as you collaborate with multiple departments to keep workflows smooth.

Key duties include generating invoices, reconciling billing records in the ERP system, handling client inquiries, and assisting with monthly reporting on M/WBE subcontracting.

Qualifications

• Requires high school diploma or equivalent.
• Experience as a billing clerk or administrative assistant is preferred.
• Familiarity with billing software and financial systems is a plus.
• Proficient with Microsoft Office and email.

Responsibilities

• Generate and process invoices for products/services.
• Collaborate with departments to ensure workflow and service.
• Ensure accurate billing information and rates.
• Reconcile billing records with financial systems.
• Address billing inquiries and resolve issues promptly.
• Track and report M/WBE subcontracting and spending.
• Review client purchase orders for invoicing accuracy.
• Set up new monitoring and service agreements in ERP.
• Manage incoming calls and route to proper teams.
• Provide courteous customer service over the phone.

Skills

Billing software

Administrative support

Microsoft Office

Communication skills

Time management

Attention to detail

Education

High school diploma or equivalent

Tools

ERP system

Job description

THE POSITION IN A NUTSHELL

SciensBuilding Solutions is seeking a highly organized and detail-oriented individual to join our team as a Part Time Service Billing Coordinator. This multifaceted role involves managing billing processes and providing support with general finance and administrative tasks. The ideal candidate should possess strong communication skills, be proficient in administrative duties, and have a keen eye for accuracy and efficiency.

WHAT YOU'LL BE DOING (and doing well!)

• Generate and process invoices for products/services provided to clients and customers.
• Collaborate with various departments to ensure seamless workflow and customer service.
• Ensure accurate billing information and rates are used for each transaction.
• Reconcile billing records with financial systems to maintain consistency and accuracy.
• Address billing-related inquiries from clients, resolving issues in a timely and professional manner.
• Track and report M/WBE subcontracting and spending to meet contract goals, and manage monthly reporting requirements, including compliance documentation.
• Review client purchase orders to ensure invoicing accuracy and acceptance.
• Reconcile monitoring statements with issued vendor and customer billing.
• Assist in compiling data for financial reports and other administrative purposes.
• Review booking documents and set up new monitoring and service agreements accurately and on time in the ERP system.
• Manage incoming phone calls, directing them to the appropriate departments or individuals.
• Provide courteous and helpful customer service over the phone, addressing inquiries and resolving issues promptly; take detailed messages and relay important information to the relevant team members.
• Facilitate effective communication within the organization, ensuring messages are relayed accurately and promptly.
• Assist with various administrative tasks such as filing, data entry, and record maintenance.

WHAT WE LIKE ABOUT YOU

• High school diploma or equivalent.
• Proven experience as a billing clerk, administrative assistant, or in a similar role.
• Familiarity with billing software and financial systems is preferred.
• Proficient in using office software (e.g., Microsoft Office Suite, spreadsheets, email).
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Attention to detail and high level of accuracy in work.
• Ability to handle multiple tasks efficiently and meet deadlines.
• Demonstrated customer service skills and professionalism.
• Discretion in handling confidential information.
• Familiarity with government contracts or compliance reporting with M/WBE programs is a plus.

WHAT WE'RE BRINGING TO THE TABLE

• Competitive salary based on qualifications.
• Paid time off plan and holidays.
• 401(k) matching.
• Short term and long-term disability.
• Medical, dental, and vision plans with options.
• Life insurance.
• Professional career development opportunities.
• Tuition reimbursement.
• $22-$28/hour, final offer based on experience

Thank you for considering a career with Sciens Building Solutions! We’re excited about your interest in joining our team and look forward to learning more about you. “Sciens” is Latin for “knowledgeable and skilled.” We take that definition to heart by using our collective experience to do meaningful work in the world—protect people and property through sophisticated life safety, security, communication and electrical systems.