WFH - Billing Coordinator

Job Description

This is a remote position.

Position Summary :

The Billing Coordinator manages all billing functions to ensure accurate, timely, and compliant invoicing for service calls, projects, and maintenance agreements. This role oversees third-party billing requirements, processes work orders, prepares invoices, and supports quoting for PMs and repairs. The Billing Coordinator plays a critical role in ensuring the company maintains healthy cash flow, minimizes disputes, and provides a professional billing experience for customers and partners.

This role essentially makes sure money doesn’t get “stuck” between service delivery and payment — a critical part of keeping operations running smoothly.

Key Responsibilities :

Third-Party Management

Coordinate billing and documentation requirements with third-party service networks, warranty providers, and national accounts.

Ensure compliance with each third party’s invoicing guidelines and portals.

Track and resolve rejected invoices or disputed charges.

Maintain relationships with third-party administrators to streamline payment processing.

Work Orders and Billing

Review and process technician work orders daily.

Verify that labor hours, parts, and service notes are accurately captured.

Ensure all required documentation (photos, signatures, PO numbers) is attached before billing.

Communicate with dispatch, technicians, or supervisors to resolve missing or unclear information.

Invoicing

Prepare and issue customer invoices in a timely manner.

Double-check accuracy against service reports, quotes, and contracts.

Send invoices through customer-preferred platforms (email, portals, EDI systems).

Monitor accounts receivable aging reports and support collections as needed.

Assist in resolving customer billing questions or disputes professionally.

Planned Maintenance and Repair Quoting

Prepare and send quotes for planned maintenance (PM) programs and repair work.

Review technician recommendations and ensure quotes are complete and accurate.

Track quote approvals and follow up with customers as needed.

Work with the service manager or maintenance coordinator to align pricing with company standards.

Enter approved quotes into the system to generate work orders.

Requirements

Qualifications : Experience :

2+ years in billing, accounts receivable, or administrative role

service industry experience preferred

Technical Knowledge (basic) :

Familiarity with HVAC, refrigeration, and cooking equipment services are a plus

Software Proficiency :

Experience with service management platforms (ServiceTitan, FieldEdge, XOi, etc.)

QuickBooks, or similar billing / accounting tools.

Skills :

Strong attention to detail and accuracy.

Ability to manage multiple deadlines and billing cycles.

Excellent communication skills (internal teams, customers, and third parties).

Problem-solving mindset for resolving billing discrepancies.

Performance Metrics :

Success in this role will be measured by :

Invoice accuracy rate (minimal errors or rejections)

Timeliness of invoice processing (days from job completion to invoicing)

Third-party invoice acceptance rate

Quote turnaround time (from technician recommendation to customer delivery)

Support in maintaining healthy accounts receivable (reduced aging >30 / 60 days)

Benefits

Employee Benefits

• Health and Wellness : Comprehensive HMO coverage for you and your dependents.
• Security and Peace of Mind : Group Life Insurance Benefit to safeguard your future.
• Financial Flexibility : Virtual Credit Card for added convenience and purchasing power.
• Work-Life Balance : Generous Paid Leaves to recharge and prioritize personal time.
• Government Benefits : Full support for required government benefits.

Supplemental Pay Types

Requirements

Qualifications : Experience : 2+ years in billing, accounts receivable, or administrative role service industry experience preferred Technical Knowledge (basic) : Familiarity with HVAC, refrigeration, and cooking equipment services are a plus Software Proficiency : Experience with service management platforms (ServiceTitan, FieldEdge, XOi, etc.) QuickBooks, or similar billing / accounting tools. Skills : Strong attention to detail and accuracy. Ability to manage multiple deadlines and billing cycles. Excellent communication skills (internal teams, customers, and third parties). Problem-solving mindset for resolving billing discrepancies. Performance Metrics : Success in this role will be measured by : Invoice accuracy rate (minimal errors or rejections) Timeliness of invoice processing (days from job completion to invoicing) Third-party invoice acceptance rate Quote turnaround time (from technician recommendation to customer delivery) Support in maintaining healthy accounts receivable (reduced aging >

30 / 60 days)