ModernControls Inc.
HVAC Service Billing Specialist
ModernControls Inc., New Castle, Delaware, United States, 19720
Job Type
Full-time
Description
ModernControls is a leading provider of HVAC and building automation services for commercial facilities across Delaware, Pennsylvania, Maryland, Virgina and New Jersey. With over 220 employees, 4 locations, and a fleet of over 140 service vehicles, our team of experts install, maintain, and design Building Automation and HVAC systems designed to help building owners and facility managers control building environments and operating costs.
We are seeking a motivated and detail-oriented HVAC Service Billing Specialist to join our Service Department. The HVAC Service Billing Specialist is responsible for accurately processing service work orders, generating invoices, and ensuring timely billing for HVAC and building automation services. This role requires a strong understanding of service operations, cost calculations, contract terms, and customer requirements to ensure accurate and efficient billing. This is an office-based, non-union position reporting directly to the Service Department.
Requirements
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following. Other functions may be assigned:
Work Order Management:
• Review completed service work orders for accuracy and completeness.
• Verify labor hours, materials used, subcontractor costs, and any additional charges.
• Ensure all required documentation (e.g., service reports, customer signatures) is attached to the work order.
Billing & Invoicing:
• Generate invoices based on work order details, service agreements, and contractual terms.
• Apply appropriate labor rates, material markups, and service contract pricing.
• Submit invoices to customers in accordance with agreed billing cycles and terms.
• Track and follow up on outstanding invoices to ensure timely payments.
Customer & Internal Coordination:
• Communicate with service technicians, project managers, and sales teams to resolve discrepancies.
• Coordinate with customers regarding billing inquiries and payment schedules.
• Assist in reconciling billing issues and disputes to ensure customer satisfaction.
Compliance & Documentation:
• Ensure compliance with company policies, industry regulations, and contractual agreements.
• Maintain organized records of work orders, invoices, and billing communications.
• Prepare reports on billing status, revenue, and outstanding payments.
QUALIFICATIONS & Skills
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Experience in HVAC, building automation, or service-related billing.
• Strong knowledge of work order processing and invoicing systems.
• Attention to detail and accuracy in financial transactions.
• Proficiency in accounting or service management software (Viewpoint Spectrum).
• Strong communication and problem-solving skills.
• Ability to multitask and meet deadlines in a fast-paced environment.
What We Offer:
• Professional development and advancement opportunities within the company.
• 100% company paid Health insurance
• 401(k) with company match
• 15 days paid time off at start of employment
• Dental/Vision insurance
• Flexible schedule
• Health savings account
• Life insurance
• Tuition reimbursement
Full-time
Description
ModernControls is a leading provider of HVAC and building automation services for commercial facilities across Delaware, Pennsylvania, Maryland, Virgina and New Jersey. With over 220 employees, 4 locations, and a fleet of over 140 service vehicles, our team of experts install, maintain, and design Building Automation and HVAC systems designed to help building owners and facility managers control building environments and operating costs.
We are seeking a motivated and detail-oriented HVAC Service Billing Specialist to join our Service Department. The HVAC Service Billing Specialist is responsible for accurately processing service work orders, generating invoices, and ensuring timely billing for HVAC and building automation services. This role requires a strong understanding of service operations, cost calculations, contract terms, and customer requirements to ensure accurate and efficient billing. This is an office-based, non-union position reporting directly to the Service Department.
Requirements
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following. Other functions may be assigned:
Work Order Management:
• Review completed service work orders for accuracy and completeness.
• Verify labor hours, materials used, subcontractor costs, and any additional charges.
• Ensure all required documentation (e.g., service reports, customer signatures) is attached to the work order.
Billing & Invoicing:
• Generate invoices based on work order details, service agreements, and contractual terms.
• Apply appropriate labor rates, material markups, and service contract pricing.
• Submit invoices to customers in accordance with agreed billing cycles and terms.
• Track and follow up on outstanding invoices to ensure timely payments.
Customer & Internal Coordination:
• Communicate with service technicians, project managers, and sales teams to resolve discrepancies.
• Coordinate with customers regarding billing inquiries and payment schedules.
• Assist in reconciling billing issues and disputes to ensure customer satisfaction.
Compliance & Documentation:
• Ensure compliance with company policies, industry regulations, and contractual agreements.
• Maintain organized records of work orders, invoices, and billing communications.
• Prepare reports on billing status, revenue, and outstanding payments.
QUALIFICATIONS & Skills
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Experience in HVAC, building automation, or service-related billing.
• Strong knowledge of work order processing and invoicing systems.
• Attention to detail and accuracy in financial transactions.
• Proficiency in accounting or service management software (Viewpoint Spectrum).
• Strong communication and problem-solving skills.
• Ability to multitask and meet deadlines in a fast-paced environment.
What We Offer:
• Professional development and advancement opportunities within the company.
• 100% company paid Health insurance
• 401(k) with company match
• 15 days paid time off at start of employment
• Dental/Vision insurance
• Flexible schedule
• Health savings account
• Life insurance
• Tuition reimbursement