Billing/ Collections Specialist

Gillette Air Conditioning • San Antonio, TX

1d • $55,000 - $70,000 • Onsite

About The Position

The Billing & Collections Specialist is responsible for accurate and timely invoicing of HVAC service work and proactive management of customer accounts to ensure timely payment. This role works closely with service technicians, dispatch, and customers to resolve billing issues, maintain account accuracy, and support healthy cash flow.

Requirements

• 2+ years of experience in billing, accounts receivable, or collections
• Strong attention to detail and accuracy
• Experience handling customer accounts and resolving payment issues
• Proficiency with accounting software (Spectrum, Sage, ServiceTitan, or similar)
• Strong communication skills (written and verbal)
• Proficient in Microsoft Office Suite, including Excel, Word, and Outlook.
• Ability to learn new software systems quickly.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
• Ability to reconcile account balances and identify discrepancies.
• Basic accounting math skills required for accurate billing and collections processing.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to identify and resolve billing discrepancies, prioritize collection efforts, and make sound decisions regarding account status.
• Capable of handling multiple tasks and solving problems in a fast-paced environment with attention to detail.
• Ability to pass drug screening
• Ability to prove US employment eligibility

Nice To Haves

• Experience in HVAC, construction, or service industry billing
• Familiarity with service work orders and job costing
• Experience with customer portals and electronic invoicing systems
• Experience with accounting and service management software such as QuickBooks, Sage, ServiceTitan, or similar ERP systems preferred.
• Familiarity with customer billing portals and electronic invoicing platforms is a plus.
• Associate degree in accounting, business administration, or related field preferred.
• Experience in the HVAC, construction, or service industry is strongly preferred.
• Equivalent combination of education and experience may be considered.

Responsibilities

• Generate and process invoices for HVAC service, maintenance, and repair work
• Review technician work orders for accuracy, completeness, and proper coding
• Verify labor, materials, and pricing against service agreements and rate structures
• Submit invoices to customers via appropriate platforms (email, portals, etc.)
• Ensure billing is completed within established timelines
• Monitor accounts receivable aging and prioritize collection efforts
• Contact customers regarding past-due balances via phone, email, and written communication
• Resolve billing discrepancies and payment issues in a timely manner
• Maintain detailed records of collection activity and customer interactions
• Work with management on escalated or delinquent accounts
• Recommend account holds or service restrictions when appropriate
• Respond to customer inquiries regarding invoices, payments, and account status
• Coordinate with service, dispatch, and sales teams to resolve billing questions
• Maintain positive customer relationships while enforcing payment terms
• Assist with contract billing and recurring service agreements
• Prepare aging reports and provide updates on collection status
• Track key metrics such as DSO (Days Sales Outstanding) and past-due accounts
• Support month-end close processes related to accounts receivable
• Maintain accurate customer account records in ERP/accounting system
• Ability to work collaboratively with service technicians, dispatch, sales, and management to ensure accurate billing and timely collections.
• Willingness to support team goals, share information, and assist others in resolving customer account issues.
• Maintains a positive and professional attitude while contributing to a productive work environment.
• Complies with all company safety policies and procedures.
• Maintains a safe and organized work environment, including proper workstation ergonomics.
• Follows office safety practices and participates in safety training as required.
• Reports any unsafe conditions or incidents promptly.
• May provide guidance or support to other administrative staff as needed and assist in training new employees on billing and collections processes.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED