HVAC Purchasing & Billing Coordinator

**Serious applicants are encouraged to fill out a full application on our website for this role. The HVAC Purchasing/Billing Coordinator is a multifaceted role responsible for overseeing the procurement of materials, scheduling of HVAC services, and management of billing operations. This position ensures the smooth and efficient functioning of the HVAC company by coordinating these key areas, maintaining accurate records, and providing excellent customer service. Key Responsibilities: Purchasing: Create and process purchase orders ensuring timely procurement of high-quality products. Monitor inventory levels, conduct regular audits, and reconcile discrepancies. Maintain accurate records of purchases and process warranty claims. Scheduling: Coordinate and schedule HVAC services and installations for customers. Work closely with the dispatcher and Service Manager to align schedules with project requirements. Communicate scheduling details and changes to customers and internal teams promptly. Maintain and update the service schedule in the company’s management software. Billing: Generate and distribute accurate invoices for HVAC services and installations. Review work orders and service reports to ensure accurate billing. Process incoming payments and record them in the accounting system. Maintain and update customer billing records and account information. Monitor accounts receivable, and follow up on overdue accounts to ensure timely payments. Respond to customer inquiries regarding billing issues and resolve discrepancies. Administrative Support: Assist with month-end and year-end closing processes. Support the accounting and operations teams with various administrative tasks as needed. Customer Service: Provide excellent customer service by addressing customer inquiries and concerns related to purchasing, scheduling, and billing. Ensure a positive customer experience by maintaining clear and professional communication. Schedule: Job Type: Full-time - Monday - Friday Pay: From $19.00 - $23.00 per hour Expected hours: No less than 40 per week Work Location: In Person Requirements Qualifications: Education: High school diploma or equivalent required; associate degree in business administration, accounting, or related field preferred. Experience: Previous experience in purchasing, scheduling, billing, or a related field; experience in the HVAC industry is a plus. Skills: Proficiency in accounting and Microsoft Office Suite (Excel, Word). Strong organizational and multitasking abilities. Excellent communication and customer service skills. Attention to detail and accuracy in record-keeping. Strong problem-solving abilities and the ability to work independently. Bilingual is a plus Key Competencies: Multitasking: Ability to manage multiple responsibilities effectively. Communication: Clear and professional communication with suppliers, customers, and internal teams. Organization: Efficiently managing schedules, inventory, and billing processes. Customer Focus: Prioritizing customer satisfaction and resolving issues promptly. Problem Solving: Identifying and addressing issues related to purchasing, scheduling, and billing. This job description outlines the general duties and qualifications required for the HVAC Purchasing/Billing Coordinator role and may be subject to modifications based on the company’s specific needs. Ability to commute to Round Rock, TX 78664 Benefits 401(k) 401(k) matching Company Paid – Health Insurance Company Paid – Basic Life Insurance Dental insurance Vision Insurance Short-Term & Long-Term Disability Life Insurance Employee assistance program Paid time off