Collections Specialist

Job Description

Job Description

Position Summary

The Work Order & Billing Coordinator is responsible for managing the full lifecycle of service work orders from receipt through completion, invoicing, payment collection, and administrative processing. This role ensures work orders are accurately tracked, scheduled, documented, completed, billed, and reconciled in a timely manner while maintaining compliance with customer and company requirements.

The position serves as a central point of coordination between operations, scheduling, technicians, accounting, vendors, and customers to support efficient workflow management, accurate billing practices, accounts payable processing, and timely resolution of outstanding account balances.

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Essential Duties & Responsibilities

Work Order Management

· Receive, review, and process incoming service work orders through customer platforms and internal systems.

· Enter and maintain accurate work order data within company tracking systems and spreadsheets.

· Coordinate communication of new work orders with scheduling, operations, and service teams.

· Monitor work order progress from scheduling through completion.

· Track technician activity, service status updates, and required job documentation.

· Ensure all required photos, reports, compliance documents, and service records are submitted and properly uploaded into customer and company platforms.

· Follow up on incomplete, delayed, or outstanding work orders to ensure timely resolution.

· Maintain accurate records and status updates throughout the service process.

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Invoicing & Billing Coordination

· Verify completed work orders meet all customer and company billing requirements prior to invoicing.

· Coordinate with accounting and administrative teams regarding invoice creation and processing.

· Upload invoices and supporting documentation into customer billing platforms.

· Review billing details for accuracy, including pricing, labor hours, and authorization limits.

· Resolve invoice discrepancies, rejected invoices, and billing issues by coordinating with internal departments.

· Track invoice submission and completion statuses to ensure successful billing.

· Maintain organized billing records and documentation for completed service work.

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Account Management & Collections Support

· Monitor customer accounts for outstanding and past due balances.

· Communicate with customers regarding unpaid invoices, billing questions, and payment status updates.

· Follow up on overdue accounts to support timely payment collection.

· Coordinate with accounting and management regarding collection efforts and account status.

· Maintain accurate records of customer communications and payment activity.

· Assist in resolving billing disputes or documentation requests related to outstanding balances.

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Accounts Payable Support

· Review, code, and process vendor invoices and bills for payment approval.

· Enter accounts payable data into accounting and expense management systems.

· Verify invoice accuracy, supporting documentation, and proper expense coding.

· Coordinate with vendors and internal departments regarding invoice questions or discrepancies.

· Assist with tracking payment statuses and maintaining organized vendor records.

· Support timely processing of company expenses, reimbursements, and recurring operational bills.

· Maintain accurate financial documentation and filing systems related to accounts payable activities.

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Administrative Coordination

· Communicate with internal departments regarding work order status, scheduling updates, billing requirements, vendor coordination, and account follow-up.

· Maintain tracking spreadsheets and workflow systems to support operational visibility.

· Support compliance with customer service requirements and documentation standards.

· Assist with document management, recordkeeping, and general administrative tasks related to service operations, billing, collections, and accounts payable processing.

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Systems & Software Utilized

· Smartsheet

· Service Channel

· Uptick

· Sage

· Microsoft Outlook

· Microsoft Teams

· Zoom

· Ramp

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Required Skills & Qualifications

· Strong organizational and time management skills

· High attention to detail and accuracy

· Ability to manage multiple tasks and deadlines simultaneously

· Effective written and verbal communication skills

· Customer service and account management skills

· Proficiency in administrative, billing, and data management systems

· Ability to work independently and collaboratively across departments

· Basic understanding of accounts receivable, accounts payable, invoicing, and billing procedures

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Education & Experience

· High school diploma or equivalent required

· Associate degree in Business Administration, Accounting, or related field preferred

· Minimum of 3 years of experience in administrative coordination, billing, invoicing, accounts receivable/payable, or work order management

· Experience in service, maintenance, facilities, or construction-related industries preferred

· Experience using work order management and accounting software systems preferred

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