Billing & Service Support Specialist
About The Position
Provide support to the accounting team across all aspects of customer invoicing. Serve as backup support to Branch Managers and Service Coordinators, providing excellent customer service and helping keep service operations running efficiently. The role requires travel to other branches in Wisconsin, Illinois, Missouri, and Minnesota, approximately 15% of the time and potentially up to one week per month. The position supports company-wide billing, order-to-invoice accuracy and timeliness, billing issue resolution, accounts payable and receivable, open-order reporting, and collections. It also provides backup service coordination, repair-quote follow-up, work-order processing, parts ordering, scheduling, customer communications, installation-order processing, and inside support for sales and service teams. Excellent attendance, punctuality, and a positive attitude are essential.
Requirements
- High school diploma or GED equivalent is required.
- Prior experience using ERP or similar business management systems.
- Intermediate computer skills with Microsoft Word, Excel, Outlook, and CRM.
- Self-motivated with a strong sense of customer service.
- Ability to work as a team with internal and external staff members.
- Solid organizational skills and ability to multitask.
- Ability to communicate effectively, both in writing and verbally, with people of various educational and technical backgrounds, inside and outside the company.
- Ability to occasionally lift and/or move up to 50 pounds.
- Ability to work in an industrial environment involving continuous sitting and standing, walking, bending, reaching, climbing, and kneeling.
- Must wear and use appropriate PPE at all times in required areas.
Nice To Haves
- A two-year degree or higher is preferred.
- A minimum of three years of technical customer service experience is preferred; good mechanical aptitude may be sufficient instead.
Responsibilities
- Support company-wide billing to ensure the order-to-invoice process is accurate and completed timely.
- Partner with Branch Managers to research and resolve customer billing problems or issues.
- Provide support to Accounts Payable and Accounts Receivable as needed.
- Assist the billing lead with maintaining company-wide open orders and related reporting to minimize orders open over 90 days.
- Assist with collections as needed.
- Provide coverage for Service Coordinators company-wide during periods of high work volume or PTO.
- Follow up on all repair quotes.
- After receiving a purchase order for a repair quote, create the service work order and ensure required parts are ordered; coordinate job scheduling with the Service Coordinator or Branch Manager once parts arrive.
- Assist inside sales personnel with contractor parts orders and other inquiries.
- Enter, track, and process installation work orders.
- Open work orders for service center jobs using company software, prepare required service documentation, and ensure required parts are available for the technician.
- Work with the Service Coordinator to schedule service center jobs.
- Assist in maintaining the service schedule when Service Coordinators are on PTO, following company scheduling procedures.
- Contact customers in a timely manner to schedule preventive maintenance and keep customers apprised of repair status.
- Provide inside support for the Service Team.
- Travel to other branches as needed to provide support, approximately 15% of the time.
- Perform additional duties as assigned.
- Maintain excellent attendance and punctuality and a positive attitude.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Education Level
High school or GED
