Billing Coordinator

Service Administrator

Location: Elk Grove Village, IL

Job Type and Duration: Direct Hire

Pay range: $50,000 - $60,000

Billing & Invoicing

• Prepare, review, and issue accurate client invoices in a timely manner in accordance with contract terms and work orders.
• Process and reconcile billing for service calls, maintenance agreements, and project completions.
• Coordinate with field technicians and project managers to gather job completion data required for invoicing.
• Investigate and resolve billing discrepancies or client disputes promptly and professionally.
• Maintain up-to-date billing records and ensure all transactions are accurately entered into the accounting or service management system.

Collections & Accounts Receivable

• Monitor accounts receivable aging reports and proactively follow up on outstanding balances.
• Contact clients via phone and email to facilitate timely payment of overdue invoices.
• Collaborate with the finance team to escalate delinquent accounts and support collection proceedings where necessary.
• Process incoming payments and apply them accurately to client accounts.
• Prepare weekly accounts receivable status summaries for management review.

General Administrative Support

• Manage and maintain accurate records in the service management and CRM systems (e.g., work orders, service agreements, customer contacts).
• Coordinate scheduling support for service calls and preventive maintenance visits in collaboration with dispatch.
• Assist with preparation of service agreements, contract renewals, and proposals.
• Handle incoming calls and correspondence, routing inquiries to appropriate team members.
• Support onboarding of new service agreement clients, including account setup and welcome communications.
• Maintain organized digital and physical filing systems for contracts, invoices, and client documents.
• Assist management with special projects, data entry, and process improvement initiatives as needed.

Qualifications

• High School Diploma or GED
• Minimum 2 years of administrative experience, preferably in a service, construction, or field-operations environment.
• Prior experience with billing, invoicing, or accounts receivable strongly preferred.
• Experience generating and presenting reports using software tools or spreadsheets.
• Background in HVAC, mechanical, electrical, or facilities management industries is an advantage.

ESPO has a comprehensive benefits package which includes PTO, Group Health and Dental Insurance, and 401k after you have satisfied the necessary waiting periods. We are an Equal Opportunity Employer and value the benefits of diversity in our workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity and expression, national origin, disability, protected veteran status, or any other attribute or protected characteristic by law. If you need assistance applying, please get in touch with us directly.