Billing Representative

Aston Carter•Ludlow, MA

9d•$25 - $27•Onsite

About The Position

The Administrative Associate provides critical support to commercial mechanical service operations by managing service billing, invoicing, dispatch coordination, and customer service in a fast-paced environment. This role ensures accurate documentation, efficient scheduling, and professional communication with commercial clients while collaborating closely with service, accounting, and operations teams.

Requirements

Hands-on experience processing billing, invoicing, and service-related documentation, preferably in a high-volume environment.
Proven billing experience, including time and material, service calls, and contracts.
Customer service experience with strong customer-facing communication skills.
Strong background in billing, invoicing, or dispatch coordination.
Excellent phone skills and professional telephone etiquette.
High attention to detail and accuracy in data entry and documentation.
Proficiency in Microsoft Excel, Word, and Outlook.
Ability to manage scheduling and dispatch activities effectively.
Strong organizational skills with the ability to multitask across multiple service operations.
Dependable, reliable, and able to follow through on tasks with minimal oversight.

Nice To Haves

Experience in mechanical, HVAC, plumbing, or commercial service environments preferred.
Experience supporting commercial mechanical service operations or similar service-based environments.
Administrative support background in logistics, clerical work, or office management.
Ability to maintain accurate service records, work orders, and billing files.
Comfort working in a fast-paced, growth-oriented organization.
Strong interpersonal skills to collaborate effectively with service, accounting, and operations teams.
Ability to prioritize tasks and manage time effectively in a high-volume setting.

Responsibilities

Process service billing and invoicing accurately, including time and material work, service calls, and contracts.
Review technician paperwork for accuracy, completeness, and proper documentation before billing.
Assist with dispatching and scheduling service calls to ensure timely response to customer needs.
Answer and manage incoming phone calls in a professional and courteous manner.
Provide responsive and professional customer service to commercial clients, addressing questions and concerns promptly.
Maintain organized service records, work orders, invoices, and billing documentation.
Perform data entry related to service activities, billing, and customer information with a high level of accuracy.
Support service, accounting, and operations teams with administrative tasks as needed.
Coordinate administrative logistics related to service operations, including paperwork flow and record retention.
Assist with general office management, clerical tasks, and administrative support to keep daily operations running smoothly.