Service Billing Specialist

Job Description

Job Description

Company Overview

Upchurch is a rapidly growing , full-service building engineering company providing mechanical, plumbing, HVAC, and electrical services across the southeastern United States. Founded in 1970 and headquartered in Horn Lake, MS, Upchurch has grown through both organic expansion and strategic acquisitions , establishing a strong reputation for quality, reliability, and service excellence. We offer end-to-end solutions—from design and installation to ongoing maintenance and emergency support— helping clients maximize building performance, energy efficiency, and equipment lifespan .

The Service Billing Specialist is responsible for supporting the company’s billing and accounts receivable processes by preparing accurate invoices, maintaining billing records, processing documentation, and assisting with customer account inquiries. This position works closely with accounting, project management, operations, and customers to ensure invoices are submitted accurately and timely.

• Complete and submit required documentation for customer-related records.

• Register and maintain company information within customer portals to obtain access to purchase orders and submit invoices.

• Generate monthly reports identifying purchase order receipts without corresponding bills and submit supporting invoices to Accounts Payable for processing.

• Review bypassed purchase orders, excluding ramp receipts, and generate bills based on actual cost records.

• Review service jobs in their entirety to verify billing accuracy, apply agreed-upon pricing and rates, and submit invoices for payment processing.

• Identify and resolve billing discrepancies or missing documentation prior to invoice submission.

• Post customer payments and process accounting adjustments as required.

• Generate and organize monthly Accounts Receivable reports and distribute them among the appropriate Account Managers.

• Upload and maintain supporting Accounts Receivable documentation within the designated shared folder.

• Support Account Managers with collection efforts by providing account and billing updates and assisting with follow-up on outstanding balances.

• Provide weekly Accounts Receivable and collection updates through Microsoft Teams and/or shared live Excel reports in coordination with team members across different trade divisions.

• Prepare, review, and submit monthly job margin reports as part of the month-end closing process.

• Complete the closing process for warranty-related jobs to ensure appropriate cost transfers are recorded and applied by the Accounting team.

• Review billing and job information for completeness and accuracy and communicate discrepancies to the appropriate team members.

• Fulfill billing and administrative responsibilities during periods of staff absence to ensure continuity of department operations.

• Communicate operational updates and assist team members with navigating and utilizing BuildOps.

• Maintain organized and accurate billing records and supporting documentation.

• Collaborate with Account Managers, Accounting, Operations, and other internal departments to resolve billing, payment, and documentation issues.

• Perform other duties and responsibilities as assigned.

• 2+ years of experience in billing, accounts receivable, accounting, or a related administrative role.

• Experience with service, construction, facilities, or a similar industry preferred.

• Strong attention to detail and commitment to accuracy.

• Ability to review large amounts of information and identify discrepancies or missing documentation.

• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.

• Proficiency with Microsoft Excel, Microsoft Teams, and other Microsoft Office applications.

• Ability to learn and navigate customer portals and business management software.

• Experience with BuildOps or similar service management software preferred.

• Strong written and verbal communication skills.

• Ability to work collaboratively with Account Managers, Accounting, Operations, and other internal teams.

• Ability to handle confidential financial and customer information appropriately.

• Self-motivated with the ability to work independently while also functioning effectively as part of a team.

Physical & Work Requirements

• Experience with construction or commercial service billing (preferred).

• Experience working with purchase orders, customer portals, and invoice submission processes.

• Knowledge of accounts receivable, collections, job costing, and month-end closing procedures.

• Experience with job margin reporting and warranty job closeout processes (preferred).

• Familiarity with BuildOps or other construction/service management platforms (preferred).

Benefits:

• Competitive pay based on experience.

• Health, dental, and vision insurance.

• Paid time off and holiday pay.

• Opportunities for professional development and certification assistance.

Equal Employment Opportunity:

Upchurch Companies provides equal employment opportunities to all employees and applicants. We prohibit discrimination and harassment of any type based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.