Billing Specialist

GenServe • Town of Mount Pleasant, NY

12d

About The Position

Genserve is a multi-entity field service company serving commercial, industrial, and institutional customers across the United States. The Billing Specialist works in Genserve’s corporate Order-to-Cash organization in Tampa, a function that is actively being built out. The role produces accurate, complete, and timely customer invoices across multiple entities, billing types, and systems. Invoices must be validated against contracts, purchase orders, and supporting documentation to reduce downstream collection delays.

In addition to transactional invoicing, the specialist manages customer AP and procurement portal submissions, resolves billing disputes, and prepares compliance-driven billing deliverables such as certified payroll reporting. The role calls for analytical work and the use of AI-assisted tools to improve first-pass accuracy and speed, while retaining personal accountability for all released invoices. It involves working across Sage, NetSuite, Salesforce, and QuickBooks, where billing practices vary by branch and ambiguity is common.

Requirements

• High school diploma required.
• 2–4 years of commercial billing or invoicing experience; medical or claims billing does not qualify.
• Hands-on ERP billing experience with Sage, NetSuite, or a comparable system.
• Intermediate Excel skills, including pivot tables and VLOOKUP.
• Strong data and analytical skills, including the ability to analyze billing exceptions, identify patterns in repeat failures, and quantify them.
• Working fluency with AI tools and willingness to use them to improve billing accuracy and speed, with the judgment to verify AI output before invoice release.
• Experience submitting invoices through customer AP or procurement portals.
• High attention to detail and the discipline to handle high volumes of time-sensitive billing accurately.
• High tolerance for ambiguity and comfort resolving incomplete or inconsistent billing inputs.

Nice To Haves

• Associate or bachelor’s degree in Accounting, Finance, or Business.
• Exposure to multiple platforms among Sage, NetSuite, Salesforce, and QuickBooks.
• Experience with AI-assisted document extraction, OCR, or automated invoice QA tooling.
• Construction, field service, or equipment and contract billing background.
• Certified payroll, AIA (G702/G703), or prevailing-wage billing experience.

Responsibilities

• Generate accurate, timely invoices across service, equipment, time-and-material, and project or contract billing types.
• Review contracts, purchase orders, technician notes, and quotes to determine correct billable amounts.
• Validate invoices against supporting documentation and required customer formats before release.
• Process billing in Sage, NetSuite, and QuickBooks, ensuring correct entity, mapping, and revenue coding.
• Submit and manage invoices through customer AP and procurement portals, maintaining credentials and format compliance.
• Monitor portal rejections, resubmit corrected invoices, and track submission-to-acceptance status.
• Research and resolve billing disputes, short-pays, and documentation requests with customer AP contacts.
• Prepare certified payroll reporting and other compliance-driven billing deliverables.
• Issue credits and rebills with appropriate approval and an audit trail.
• Use AI-assisted extraction to identify billable terms in contracts, purchase orders, quotes, and technician notes, and AI-assisted review to catch invoice anomalies before release.
• Verify AI-extracted amounts and AI-drafted correspondence against source documents and take responsibility for released invoices.
• Track first-pass accuracy, portal rejection reasons, and dispute causes; use the data to support upstream fixes.
• Identify repetitive billing steps suitable for AI or rules-based automation and propose improvements.
• Flag upstream data defects in contracts, purchase orders, or customer master data that cause invoice failures and route them to the owner.
• Contribute to billing SOPs and maintain customer-specific billing requirements.
• Assist with ERP migration and integration activity as it affects billing.

Benefits

• Medical, dental, and vision coverage.
• 401(k) retirement plan.
• Company-provided life, short-term disability, and long-term disability coverage.
• Opportunity to shape processes, systems, and standards in a corporate function under active build-out.
• Direct exposure to an enterprise ERP transition and an active AI and automation agenda.

What This Job Offers

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