Operations & Billing Coordinator

Job Description

Job Description

OPERATIONS & BILLING COORDINATOR

Sigma Commercial LLC | Downtown Milwaukee, WI | Full-Time, On-Site | $50,000 - $65,000 + Bonus

If you are the person your family calls when the router stops working, if you would rather figure something out than be told how to do it, and if you find a strange kind of satisfaction in untangling a mess nobody else wanted to touch, keep reading. This job might be just for you.

If you want a narrow role with a fixed daily routine and a clear script for every situation, this is not that job. We would rather tell you now than three months in.

Sigma Commercial LLC is a small family of businesses operating in the Milwaukee metro area. Under our umbrella we run a luxury residential remodeling company, a commercial maintenance and janitorial company, and a property management operation covering a portfolio on Milwaukee's east side.

Our shared office team sits downtown near the lake and supports all of it.

You will be the person who keeps money moving and paperwork straight across several businesses at once.

Nobody here is going to ask you to close the books or explain a debit. This is not an accounting job and no accounting background is required. Our software handles the accounting. What we need is someone who can operate that software well, catch what falls through the cracks, and talk to customers and tenants like a professional.

The honest description of the work: a very wide variety of tasks, none of them in huge volume. That is exactly what makes this role hard to fill and interesting to do. You will not be doing the same thing for eight hours. You will be doing fifteen different things, and the real challenge is holding all of them in your head and knowing what needs attention today.

This is a sample, not a job checklist. Priorities shift, new things land on your desk, and the list below will not be the list a year from now.

• Entering and tracking customer invoices in our project and service management platforms
• Following up with customers on outstanding balances by phone and email
• Answering customer questions and working through billing concerns
• Knowing which situations need a decision from someone above you, and escalating those instead of guessing
CONSTRUCTION PROJECT SUPPORT
• Creating and tracking customer change orders through the life of a job
• Tracking material allowances against budget
• Building purchase orders
• Taking a phone call from a project manager, pulling the details you need out of that conversation, and turning it into a correctly built document without needing a followup meeting
PROPERTY MANAGEMENT SUPPORT
• Monitoring tenant rent payments and following up on late rent
• Sending lease renewals to existing tenants
• Assorted light property management tasks as they come up, with instructions provided
COMPLIANCE AND DOCUMENTATION
• Collecting lien waivers from subcontractors
• Gathering and tracking W9s and certificates of insurance
• Keeping our digital files organized and actually findable
GENERAL OFFICE SUPPORT
• Compiling field employee hours for payroll
• Outbound phone calls
• Assisting with purchasing and sourcing
• Sending handwritten thank you cards and letters to customers
AND THE REST OF IT

Some days you will break down cardboard or restock the drink cooler. Nobody in our office is above any task that needs doing, and that includes the person who wrote this. If that bothers you, this is not the right fit. If it sounds normal, you will fit in fine.

WHO SUCCEEDS IN THIS ROLE YOU ARE GENUINELY GOOD WITH TECHNOLOGY

Not "I know Microsoft Office." We mean you learn new software fast, you are comfortable living in four or five different web platforms at once, and a new interface makes you curious instead of anxious. Our stack includes Google Workspace, QuickBooks, Buildertrend, Simpro, and AppFolio. If you have used comparable platforms, you can learn ours.

If constantly switching between systems sounds exhausting, this will be a miserable job for you. We are saying that plainly because we have learned it the hard way.

YOU SOLVE THE MIDDLE OF THE PROBLEM YOURSELF

We will give you the goal. We expect you to find the path. Three real examples of things we have handed someone in this seat:

• A photo of the ID plate on a furnace, with the instruction: find me a replacement flame sensor for this unit.
• A copy of one of our company checks, with the instruction: find a custom window envelope that fits it perfectly.
• Find me a moving company that will pick up a $45,000 bathtub in Bay View and get it to Mequon by tomorrow. Make sure they know what they are doing and carry the right insurance.

For the record, it was moving company number eleven that agreed to take that last one. They charged extra to come down from West Bend.

We are not going to walk you through the intermediate steps. We will absolutely help when you are stuck, and we would much rather you ask a sharp question than spin your wheels for three days. But there is a difference between asking the right question and asking us to think for you, and the people who thrive here know which one they are doing.

YOU LIKE PUZZLES

Several companies, dozens of vendors, hundreds of tenants, and multiple software systems that talk to each other in specific ways. Keeping it straight takes an analytical mind and a real memory for detail. If crosswords, logic games, strategy games, or taking things apart to see how they work is how you relax, you will probably enjoy this more than most people would.

YOU COMMUNICATE WELL, IN WRITING AND OUT LOUD

You will be the voice of our companies to customers who owe us money and tenants who are late on rent. Both conversations take tact. Your emails need to be clear and correct the first time.

YOU HAVE A SMALL BUSINESS MINDSET

This is the hardest thing for us to screen for, so we will describe it instead. It means you notice the thing that needs doing and do it without being assigned. It means you understand that when something goes wrong, it is a real problem for a real company and not a ticket in someone else's queue. It means you are comfortable being visible, because on a team this small there is nowhere to hide and no layer of management to absorb the credit or the blame. Some people find that stressful. The right person finds it energizing.

REQUIREMENTS
• Strong technology skills and a demonstrated ability to learn new software on your own
• Excellent written and verbal communication
• Strong organizational skills and attention to detail
• Ability to work independently from a stated goal
• Ability to pass a background check
• Fulltime, onsite, Monday through Friday, downtown Milwaukee
NOT REQUIRED
• A college degree. There is no degree that trains you for this job. If you have one, feel free to tell us about it.
• An accounting background. We mean it.
• Deep QuickBooks experience. Helpful, but you will rarely be in it.
VERY HELPFUL, BUT NOT REQUIRED
• Experience in construction, the trades, property management, or another servicebased business
• Experience with Buildertrend, Simpro, AppFolio, or similar industry platforms
• Prior invoicing, collections, or office coordination experience
COMPENSATION AND BENEFITS
• Salary of $50,000 to $65,000, depending on experience
• Additional performance bonuses available
• 40 hours per week. No nights, no weekends, and overtime is not expected. We mean that.
• Health insurance with 90% of the employee premium covered by us. Dependent and spouse coverage available.
• Dental and vision available
• $25,000 life insurance policy provided at no cost to you
• Two weeks paid time off, plus seven paid holidays
• Gym membership reimbursement
WHERE THIS GOES

We are always looking to grow our portfolio of companies. When we add a business, the office team's scope grows with it. Someone who performs at a high level in this seat is in a strong position to take on more responsibility, and more compensation, as we expand.

We are looking for someone who wants a career here, not a stop along the way.

HOW TO APPLY

Apply through this posting with your resume. In your cover letter or application notes, tell us about a time you figured out something technical or logistical on your own with no instructions. It does not have to be work related. We read those.

Sigma Commercial LLC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, age, disability, genetic information, marital status, military or veteran status, arrest or conviction record, or any other characteristic protected by applicable federal, state, or local law.