Service & Billing Coordinator — Growth & Impact

Integrated Power Services; Waco (TX); On-site; USD 40,000 - 58,000; Full time

Benefits offered by this job

Paid Time Off (PTO)

401k Employer Match

Bonus Incentives

Tuition Reimbursement Program

Medical, Dental and Vision plans

Employee Assistance Program (EAP)

And more!

Job summary

Integrated Power Services (IPS) is seeking an experienced office administrator to support order processing, billing, and clerical tasks across our service center. You will liaise with customers and internal teams, prepare invoices, and help ensure accurate documentation and timely billing.

You should have 3+ years in order processing or administration, strong Microsoft Office skills, and the ability to juggle priorities under pressure.

Qualifications

• 3+ years of order processing, billing/invoicing and/or administration experience required.
• High school diploma or GED required; associate or 4-year degree preferred.
• Excellent computer skills including knowledge of Microsoft Office (Excel, Word and Outlook) required.
• Ability to work under pressure, manage multiple priorities and meet deadlines.
• Excellent problem solving and analytical skills.
• Demonstrate effective written and oral communication skills.

Responsibilities

• Answering phone, mail, and general office duties.
• Prepare jobs for invoicing, collecting all supporting documentation.
• Create the invoice and either upload through client portals or email direct to the client.
• Purchase/order all parts/materials for repair and field service jobs.
• Follow-up with vendors on material status and expedite delivery.
• Manage order processing, purchase orders, and equipment rentals.
• Assist in order issue resolution.
• Maintain job files, review contracts, and validate sales tax certificates.
• Handle scanning, filing, and respond to information requests.
• Support month-end closing and special projects as needed.
• Liaison between customers and internal teams to facilitate effective communication and timely resolution of issues.
• Assist with month-end closing.
• Review and validate sales tax certificates.
• Assist accounts receivable team with collections.
• Review inbound purchase orders and validate information against quotes and opportunities.
• Provide support necessary to plan for achieving service center financial objectives.
• Participate in fulfilling the mission, vision, goals, and objectives of the service center.
• Responsible for scanning and filing.
• Create purchase orders for sales and service.
• Prepare time & material and cost billing.
• Process and verify applications for credit.
• Review and submit billing for projects.
• Invoicing of customer Accounts
• Support Field Services as needed scheduling field service jobs and preparing quotes
• Additional support tasks as assigned.

Skills

Order processing

Billing/invoicing

Administration

Microsoft Office

Communication

Multitasking

Education

High school diploma or GED

Associate or 4-year degree preferred

Tools

Microsoft Excel

Microsoft Word

Outlook

Job description

Integrated Power Services (IPS) is seeking an experienced office administrator to support order processing, billing, and clerical tasks across our service center. You will liaise with customers and internal teams, prepare invoices, and help ensure accurate documentation and timely billing.

You should have 3+ years in order processing or administration, strong Microsoft Office skills, and the ability to juggle priorities under pressure.