Service Billing Coordinator (HVAC)

Service Billing Coordinator (HVAC)

Location: Elk Grove Village, IL

Job Type and Duration: Direct Hire

Pay range: $70,000 - $80,000

Position Summary

The Service Billing Coordinator is a key financial and administrative support role, responsible for the accurate and timely billing of service and construction work and for the health of the accounts receivable ledger across multiple operating entities. This position owns the full service and construction billing cyclefrom converting completed work orders, time-and-material tickets, and project milestones into invoices, through to collections and cash application. The ideal candidate is highly organized and detail-oriented, understands how service and construction jobs are costed and billed, and is confident following up on outstanding balances with clients in a fast-paced field-operations environment.

Responsibilities

Service & Construction Billing

• Prepare, review, and issue accurate invoices for service calls, time-and-material work, and construction project billings in accordance with contract terms, work orders, and agreed schedules of value.
• Process and reconcile billing across service calls, maintenance agreements, and construction projects, including progress billings, AIA-style pay applications, schedules of value, and retainage.
• Coordinate with field technicians, project managers, and dispatch to gather labor hours, materials, change orders, and job-completion data required for accurate billing.
• Investigate and resolve billing discrepancies or client disputes promptly and professionally.
• Track change orders and contract modifications to ensure all approved scope changes are captured and billed.
• Maintain up-to-date billing records and ensure all transactions are accurately entered and coded to the correct job or work order in the accounting or service management system.
• Own the Invoice batch panel in Service Titan, ensuring that all Service invoicing is completed on a weekly basis.

Billing & AR Reporting

• Generate and distribute scheduled and ad hoc reports, including billing summaries, service history, contract utilization, and project billing status.
• Customize report formats to meet individual client preferences and contractual reporting requirements.
• Ensure accuracy and timeliness of all client-facing data and communications.
• Respond to client and internal inquiries related to invoices, billing statements, pay applications, and account status for both the Construction and Service Departments.

Required Qualifications

Education

Associate's degree or higher in Business Administration, Accounting, Finance, or a related field; OR equivalent work experience.

High school diploma or GED required as a minimum.

Experience

Minimum 2 years of billing, invoicing, or accounts receivable experience, preferably in a service, construction, or field-operations environment.

Familiarity with construction billing conceptsprogress billing, AIA pay applications, schedules of value, retainage, lien waivers, and change orders

Experience generating and presenting reports using software tools or spreadsheets.

HVAC/Service Billing/Service & Parts invoicing background is a MUST