Billing Associate

Billing Associate

As a member of the ENTEC Accounting Team, you will be responsible for preparing accurate and timely customer invoices for service, maintenance, and project work. This position works closely with service coordinators, project managers, technicians, and accounting personnel to ensure billing documentation is complete and invoices are processed efficiently. The Billing Associate reports to the Controller and works closely with the Billing Team Lead, who provides day-to-day guidance, training, and workflow coordination. In addition to billing responsibilities, this position serves as the primary backup for the Receptionist, helping ensure consistent phone coverage and customer service. This position plays a key role in supporting the company's cash flow, customer satisfaction, and revenue recognition processes. This role is in-person office-based work, and typical work hours are Monday-Friday, 8 am to 5 pm, but may vary in order to meet monthly or annual closing schedules.

Responsibilities

• Review service reports, work orders, purchase orders, time records, and supporting documentation for billing completeness.
• Prepare and process customer invoices accurately and timely.
• Ensure customer-specific billing requirements are met.
• Verify labor, materials, subcontractors, mileage, and other billable charges prior to invoicing.
• Attach required supporting documentation to invoices as needed.
• Maintain accurate billing records within company software systems.
• Respond to customer inquiries regarding invoices and billing documentation.
• Research and resolve billing discrepancies and invoice disputes.
• Work closely with service coordinators, project managers, technicians, and sales personnel to obtain necessary billing information.
• Communicate with customers professionally regarding billing requirements and invoice questions.
• Review billing information for accuracy and completeness.
• Follow established billing procedures and company standards.
• Assist in identifying billing errors and implementing corrective actions.
• Maintain confidentiality of customer and company financial information.
• Serve as backup receptionist during scheduled lunch periods, employee absences, PTO, training, and other coverage needs.
• Answer and direct incoming telephone calls in a professional and courteous manner.
• Greet visitors and assist with general front office functions as needed.
• Receive and distribute deliveries, mail, and other correspondence.
• Assist with administrative tasks that support office operations and customer service.
• Ensure callers and visitors receive prompt, professional assistance that reflects the company's commitment to customer service.

Qualifications

• High School diploma or equivalent required.
• Associates degree in Accounting, Business Administration, or related field preferred.
• One to three years of billing, accounting, bookkeeping, administrative, or customer service experience preferred.
• Experience in service, construction, HVAC or related industries is a plus.

Skills and Abilities

• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, including Excel.
• Ability to learn accounting, ERP, and service management software systems.
• Strong problem-solving and customer service skills.
• Ability to work independently and as part of a team.

Physical Requirements

• Prolonged periods of sitting and computer work.
• Ability to occasionally lift and carry up to 20 pounds.

Anticipated Salary Range and Employee Benefits

• $22 - $24 per hour, depending on level of experience.
• Wide range of employee benefits including health, dental, vision, life, and disability insurance, 401(k), flexible spending accounts, and paid time off.

About ENTEC Services

ENTEC Services, Inc. fields a best-in-class team of engineers, mechanical service technicians, building automation experts, and sales and administrative professionals whose unique interaction and collaboration get to the root cause of the issues building owners face. ENTEC provides an unmatched level of accountability and expertise in troubleshooting, problem-solving, verifiable preventive maintenance, and energy services. Our passion to serve clients is driven by the core values of Own It, Serve Others, Choose Great, and Build Connections that govern our decisions.