Billing Representative

CoolSys • Phoenix, AZ

6d

About The Position

The Billing Representative generates accurate invoices and presents them to customers in a timely and efficient manner. The role resolves billing problems through research and communication with various departments and provides clerical support, including filing, running reports, maintaining documentation, and file maintenance. The representative reviews service work orders, corrects or investigates discrepancies, prepares and posts invoices, processes credits, and submits invoices through customers’ preferred delivery methods. The position also provides billing coverage for other areas during absences and supports quote and status updates through third-party online systems.

Requirements

• High school diploma or GED.
• 1–2 years of billing experience.
• Excellent organization and communication skills.
• Ability to multitask effectively.
• Ability to interact with management at all levels across various departments.
• Solid knowledge of billing, payroll, and payable procedures to provide accurate instructions in accordance with established practices.
• Ability to organize and prioritize own work schedule and others’ work schedules on a short-term basis.
• Ability to perform basic arithmetic and record, balance, and check results for accuracy.
• Ability to communicate orally with others accurately, clearly, and quickly.
• Some travel to other branch locations.
• Ability to understand and follow company policies and procedures and applicable state and federal laws.
• Ability to use typical business tools, including email, Word, and Excel.

Nice To Haves

• Bachelor’s degree in Accounting, Finance, or a related field.
• Knowledge of Dynamics.

Responsibilities

• Review service work orders in Dynamics and the Billing Admin Review Tool for completeness and accuracy, and produce invoices according to customer contracts and requirements.
• Research discrepancies and communicate with managers to obtain documentation needed to complete billing.
• Enter cost or billing adjustments when data is missing or incorrect, or when changes are requested by an approving Service Manager.
• Communicate daily with Service Managers, Technicians, and Customer Account Specialists to clarify parts, hours, rates, special forms, and other billing details.
• Review preliminary invoice batches for accuracy, verify them against edit lists, and post them daily in Dynamics.
• Process credits and credit/rebills as requested.
• Print and submit final invoices to customers using their preferred delivery method, such as mail, email, or online entry.
• Provide billing coverage for other areas during absences.
• Submit quotes, NTE increases, and status updates in third-party online systems.
• Retrieve historical invoice data for managers or customers.
• Embody the CoolSys CARES culture: Collaboration, Accountability, Respect, Empowerment, and Safety.
• Perform other duties as assigned.
• Provide clerical support by filing, running reports, and maintaining documentation and files.

Benefits

• Medical, dental, vision, and prescription coverage.
• Paid vacation, holidays, and a floating holiday.
• 401(k) with company match.
• Company-sponsored life insurance, with optional AD&D and short- and long-term disability coverage.
• Tuition reimbursement.
• Employee discounts on vehicles, hotels, theme parks, select cell phone bills, and more.
• Pet insurance.
• Legal plan and identity theft protection.

What This Job Offers

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