Rental Billing Specialist

Location: Owings, MD


Department: Rentals


Position Summary

Kelly Generator & Equipment is seeking a detail-oriented and analytical Rental Billing Specialist to support our growing Emergency Response and Temporary Power Rental division. This role is responsible for preparing and managing accurate, complex customer invoices for commercial rental projects while ensuring all billable labor, equipment, transportation, fuel, parts, and miscellaneous charges are captured accurately.

The Rental Billing Specialist serves as a key liaison between Operations, Sales, Dispatch, Service, Parts, Accounting, and our customers to ensure timely billing, exceptional customer service, and efficient cash flow. The ideal candidate thrives in a fast-paced environment, enjoys solving complex billing challenges, and takes pride in delivering accurate work.

Essential Responsibilities

Complex Project Billing

• Prepare, review, and process accurate customer invoices for emergency response and temporary power rental projects.
• Manage complex billing for multi-day, multi-unit, and multi-phase rental projects, ensuring all billable labor, equipment, transportation, fuel, parts, and miscellaneous charges are accurately captured.
• Review work orders, rental agreements, contracts, purchase orders, and supporting documentation to ensure billing accuracy.
• Monitor billing deadlines to ensure invoices are processed promptly and support healthy cash flow.

Customer Billing & Account Support

• Serve as the primary point of contact for customer billing questions, invoice revisions, and account inquiries while delivering exceptional customer service.
• Process customer invoices through vendor payment portals and third-party billing systems in accordance with customer requirements.
• Process customer credit card payments and maintain accurate payment documentation.
• Research and resolve billing discrepancies in collaboration with internal teams and customers.

Project Coordination

• Coordinate daily with the Rental Supervisor, Sales, Dispatch, Service, Parts, and Accounting to ensure accurate job costing and invoice preparation.
• Verify that all labor, parts, materials, fuel, transportation, and outside vendor costs are properly allocated to the correct rental projects.
• Ensure all customer-required documentation, including signed work orders, delivery tickets, purchase orders, and supporting documentation, is received, organized, and maintained.
• Maintain organized electronic billing files and project documentation.

Collections & Continuous Improvement

• Support the Accounting Department by researching outstanding invoices, resolving billing disputes, and providing supporting documentation for collections.
• Identify opportunities to improve billing accuracy, workflow efficiency, and internal processes.
• Assist with departmental administrative responsibilities and special projects as assigned.

Qualifications

Required

• 3-5 years of experience in billing, accounts receivable, project billing, contract administration, or a related accounting support role.
• Experience preparing and processing high-volume, detail-oriented customer invoices.
• Experience working with ERP/accounting software and Microsoft Office, including intermediate Microsoft Excel skills.
• Strong customer service and communication skills.
• High school diploma or GED.

Preferred

• Associate degree in Accounting, Finance, Business Administration, or a related field.
• Experience in construction, equipment rental, industrial services, manufacturing, utilities, or field service industries.
• Experience with job-cost or project billing involving labor, equipment, materials, subcontractors, and transportation.
• Experience using customer invoicing portals and electronic billing platforms.
• Experience researching and resolving billing discrepancies while supporting collections efforts.
• Familiarity with purchase orders, contracts, rental agreements, and work orders.

Knowledge, Skills & Abilities

• Exceptional attention to detail and commitment to accuracy
• Strong analytical and problem-solving abilities.
• Ability to interpret contracts, rental agreements, customer billing requirements, and project documentation.
• Excellent organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Strong interpersonal skills with the ability to collaborate effectively across Operations, Sales, Dispatch, Service, Parts, and Accounting.
• Proficiency with Microsoft Excel, Outlook, and ERP/accounting software.
• Ability to work independently while maintaining a high level of accountability and confidentiality.

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Ability to occasionally lift up to 15 pounds.

Success in the Role

You'll be successful when you:

• Produce accurate, timely invoices with minimal billing errors or revisions.
• Ensure all billable labor, equipment, fuel, transportation, parts, and miscellaneous charges are captured correctly.
• Maintain complete and organized billing documentation for every rental project.
• Build strong working relationships with customers and internal departments by providing responsive, professional service.
• Support timely collections through accurate invoicing and prompt resolution of billing questions.
• Continuously improve billing processes that enhance efficiency, accuracy, and customer satisfaction.

This role directly supports the financial success of Kelly Generator & Equipment by ensuring our Emergency Response and Temporary Power Rental projects are billed accurately, customers receive exceptional service, and revenue is recognized promptly and efficiently.