Service Order & Billing Specialist

Puffer-Sweiven; Houston (TX); On-site; USD 42,000 - 60,000; Full time

Job summary

Puffer-Sweiven is seeking an administrative professional to support the Service Sales Team with order entry, invoicing, and document control. The role emphasizes accuracy, ERP systems experience, and effective communication with customers and internal teams.

The ideal candidate holds an associate degree and 2+ years in administration, invoicing, or order management, with a preference for a bachelor’s degree. Strong Excel skills and pricing knowledge are essential.

Qualifications

• Associate degree in Business Administration, Accounting, Finance, Supply Chain, or related field required; Bachelor’s degree preferred.
• Understanding of basic accounting principles, purchase orders, pricing structures, and business documentation preferred.
• Experience with ERP/business systems and customer information databases preferred.

Responsibilities

• Assist the Service Sales Team with order entry, service order management, invoicing, and related documentation.
• Create, maintain, and update electronic job files and supporting documentation through the service order lifecycle.
• Ensure timely creation of electronic files and delivery of job documentation to internal departments.
• Review service requests, repair reports, pricing information, and related documentation for accuracy.
• Enter and process change orders, updates, and revisions as required with direction from the Service Sales Team.
• Prepare, review, and process invoices compliant with customer requirements and contracts.
• Verify pricing, labor, material, freight, taxes, and other billable charges.
• Update Serial Cards as required and process invoice corrections, credits, rebills as needed.
• Support accounts receivable collection activities and respond to invoice inquiries.
• Respond to customer/internal requests on order status, pricing, invoicing promptly.
• Research and resolve discrepancies related to service orders, pricing, invoicing, documents.
• Support portal order confirmations and ship confirmations through customer systems (Ariba, GEP, iSupplier, etc.).
• Maintain customer-specific documentation requirements and adapt to changing customer systems and processes.
• Create and maintain reports and spreadsheets using Microsoft Office and company systems.
• Perform other duties to support order entry, invoicing, and departmental objectives.
• Cross-train and provide backup for departmental administrative functions.
• Provide suggestions to improve work processes, reduce errors, and increase profitability.

Skills

Microsoft Excel

ERP systems

Customer service

Communication

Attention to detail

Pricing and invoicing

Administrative support

Education

Associate degree in Business Administration or related field

Bachelor’s degree preferred

Tools

Ariba

GEP

iSupplier

Job description

Puffer-Sweiven is seeking an administrative professional to support the Service Sales Team with order entry, invoicing, and document control. The role emphasizes accuracy, ERP systems experience, and effective communication with customers and internal teams.

The ideal candidate holds an associate degree and 2+ years in administration, invoicing, or order management, with a preference for a bachelor’s degree. Strong Excel skills and pricing knowledge are essential.