Billing Supervisor

We are a full-service mechanical contractor providing customers in the commercial, residential, and industrial sectors with innovative, energy-efficient heating and air conditioning services, automation and controls, industrial piping, new construction design and installation, and maintenance and replacement services.

Job Title: Billing Supervisor

Department: Service Division

Reports to: General Manager

GENERAL PURPOSE OF JOB:

The Billing Supervisor is responsible for overseeing and ensuring the accuracy and compliance of all billing processes within the organization.  This role focuses on reviewing and validating billing data to prevent discrepancies, errors, and inconsistencies.  The Billing Supervisor will lead the team of billing specialists, providing guidance and support while implementing quality control measures to maintain high standards in invoicing practices.  The supervisor will collaborate with various departments, such as accounting and service, to resolve billing issues, improve processes, and ensure timely, accurate billings.  

PRIMARY DUTIES AND RESPONSIBILITIES:

• Lead, train, and mentor a team of billing specialists to ensure the timely and accurate processing of service invoices.
• Oversee the creation, verification, and distribution of service invoices for HVAC repair, installation, and maintenance work.
• Ensure compliance with internal audit requirements related to billing practices and provide all requested billing documentation during periodic internal audits.
• Ensure compliance with state and federal sales and use tax regulations pertaining to service billing
• Ensure correct application of billing rates, service agreements, and any applicable warranties or discounts on invoices.
• Collaborate with dispatches and office managers to ensure that all work completed is accurately captures and billed.
• Work with the Service Team to address customer concerns, or an discrepancies in service work versus billing.
• Oversee all re-billings
• Manage void requests
• Help and maintain day to day tasks
• Prepare and analyze reports on service billing performance, including invoice aging, revenue, and outstanding payments.
• Work with the management team to identify trends, and spot potential issues.
• Continuously assess and improve the billing process, identifying areas for greater efficiency and accuracy.
• Work closely with the service, sales, and finance teams to ensure smooth billing processes, including capturing all necessary details for accurate invoicing.
• Prepare and analyze billing reports for internal stake holders, providing insights into billing, revenue, credits voids, incomplete work, unbilled cost, and trends.
• Conduct regular audits to ensure billing accuracy and inq.
• Work closely with sales, dispatch, and accounting department ensure billing aligns with contracts, service agreements, and customer expectations.
• Continuously evaluate and improve billing processes to increase efficiency, reduce errors, by implementing and maintaining best practices.

SECONDARY DUTIES AND RESPONSIBILITIES:

• Assist in answering CSR phone calls
• Implement best practices for managing service contracts, warranties, and parts billing.
• Address any discrepancies between contracts and billing details.
• Other administrative duties as assigned.

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PHYSICAL REQUIREMENTS:

• While performing the duties of this job, the employee is regularly required to stand, sit, talk, hear, and use hands and fingers to operate a computer and telephone keyboard reach, stoop and kneel.
• Specific vision abilities required by this job include close vision requirements due to computer work.

• Ability to sit at a computer terminal for an extended period.

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