Billing Coordinator

The Raymond Corporation•Warrenville, IL

1d•Remote

About The Position

The Service Billing Administrator reviews, validates, processes, and closes service work orders to ensure accurate, timely customer billing. This role monitors daily work-in-progress (WIP), confirms billing readiness, reviews customer and equipment notes, resolves documentation gaps, and coordinates with Dispatch, Field Service, Warranty, Accounting, and other internal teams. Success in this position requires strong attention to detail, consistent follow-through, and a commitment to supporting accurate billing and responsive service for internal and external customers.

Requirements

Strong attention to detail, with the ability to accurately review and validate work orders, invoices, notes, and supporting documentation.
Ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced service environment.
Strong written and verbal communication skills for working with technicians, dispatchers, field service leaders, customers, vendors, and internal teams.
Ability to research billing issues, identify root causes, and follow through to resolution.
Strong organizational skills and ability to maintain complete, accurate records.
Working knowledge of service work order processes, WIP management, purchase orders, customer billing, credits, rebills, and invoice adjustments preferred.
Ability to remain professional and composed when resolving billing issues or escalated items.
Basic proficiency in Microsoft Office, Outlook, Excel, Windows, ERP systems, and customer portal applications.
Ability to work from home effectively in accordance with company policy while remaining reliable, accountable, self-motivated, and able to work independently with minimal supervision and contribute within a team environment.

Nice To Haves

High school diploma or equivalent required.
1–3 years of experience in billing, service administration, customer service, dispatch support, accounting support, or a related administrative role preferred.
Experience processing service work orders, invoices, purchase orders, customer portals, credits, or rebills preferred.
Experience in material handling, equipment service, field service, or a related industry preferred but not required.

Responsibilities

Review daily WIP and process completed work orders in accordance with department timelines and billing requirements.
Validate work orders for accuracy, completeness, and billing readiness, including customer, equipment, labor, parts, sublet, PO, signature, and supporting documentation.
Close work orders once jobs are complete and all billing information is confirmed.
Review customer and equipment notes to confirm billing instructions, portal requirements, purchase order needs, and special handling procedures.
Identify and resolve missing or inaccurate information that may delay billing, coordinating with Dispatch, Field Service, Warranty, Accounting, technicians, and other internal teams as needed.
Monitor work order status issues, including Awaiting PO, Tech Issue, and Dispatch Issue.
Add, update, and validate customer or blanket PO information required for billing.
Assist with monthly summary invoicing.
Support sublet vendor invoice processing by ensuring costs are properly coded, documented, and billed.
Communicate professionally with internal departments and customers regarding billing questions, documentation needs, invoice status, and account-specific requirements.
Maintain accurate records in ERP, service, customer portal, and related systems.
Support month-end close by ensuring completed work orders are processed accurately and on time.
Perform additional duties as assigned or as business needs dictate.