Service Billing Specialist

Mid-Ohio Air Conditioning; Columbus (OH); On-site; USD 42,000 - 64,000; Full time

Job summary

Mid-Ohio Air Conditioning (MOAC) is a commercial/industrial HVAC contractor serving central Ohio. The Service Billing Administrator owns the full service revenue cycle, including PM and quoted work, and ensures timely, accurate invoicing and renewal communications.

This on-site role partners with Dispatch, Operations and Sales to keep cash flow healthy and client records precise. The position emphasizes accurate billing, documentation, and ERP-driven processes to support PM agreements and

Responsibilities

• Own the Service invoice queue end to end; issue invoices for all verified, completed T&M work orders within seven calendar days of the last date of labor.
• Confirm each work order is billing-ready before invoicing: technician notes, labor hours, material and equipment costs, received purchase orders, and required documentation are complete and attached.
• Verify all parts, materials, and equipment referenced in technician notes are recorded on the work order register before the invoice is issued.
• Confirm correct customer, site, bill-to, rate table, labor category, overtime treatment, trip and travel charges, and markup are applied to every invoice.
• Confirm no further follow-up work is pending before final billing; route open follow-up items to Sales or the Operations Manager and hold or partial-bill accordingly.
• Apply correct sales tax as applicable, maintain current tax exemption certificates on file and confirm exempt status before billing exempt customers.
• Provide prepared invoices to management for review using the appropriate work order queue in the Vision software system; deliver invoices via email, mail, or third-party portals.
• Bill all preventive maintenance agreements on their contractual schedule — monthly, quarterly, semiannual, annual, or milestone.
• Maintain agreement billing schedules in the ERP so recurring billings generate on time and against the correct contract period.
• Bill work performed outside agreement scope separately as T&M or quoted work; never absorb out-of-scope labor or material into an agreement billing.
• Reconcile agreement billings to agreement value each period to avoid over-billing, under-billing, or missed periods.
• Provide agreement billing and cost history to Sales/Operations for renewal pricing and profitability review at least 45 days before expiration.
• Bill quoted service work against approved quotes, confirming scope and change orders before invoicing.
• Identify quoted and multi-visit service jobs eligible for partial or progress billing; prepare partial billing packages with documentation for Sales review.
• Track partial billings issued against total contract value to prevent over-billing and ensure final billing on completion.
• Confirm approved change orders are documented and priced in the ERP before billing; escalate undocumented scope changes to Sales.

Job description

Mid-Ohio Air Conditioning (MOAC) is a commercial/industrial HVAC contractor serving central Ohio. The Service Billing Administrator owns the full service revenue cycle, including PM and quoted work, and ensures timely, accurate invoicing and renewal communications.

This on-site role partners with Dispatch, Operations and Sales to keep cash flow healthy and client records precise. The position emphasizes accurate billing, documentation, and ERP-driven processes to support PM agreements and