Business Office Coordinator

Do you believe no challenge is too complex to solve? You'll fit right in at U.S. Engineering Service. We deliver award-winning mechanical contracting, construction, service, and maintenance solutions with a focus on performance and innovation. Our team of skilled and collaborative professionals drives every project from preconstruction through final testing, always aligned with our clients' goals.

Business Office Coordinator
The Business Office Coordinator role provides multi-regional support across U.S. Engineering Service locations and may be assigned to temporarily lead billing or collections activities for any region based on coverage needs, volume surges, or resource constraints. The Business Office Coordinator leverages portal access, financial systems, and standardized processes to ensure consistent execution, accurate invoicing, timely collections, and continuity of Service financial operations.

Principal Duties and Accountabilities:

• Owning or providing back up support for collections activities based on volume needs or coverage rotation, while partnering with the Collections Specialist to manage complex client collection matters and work with external legal counsel to supply required documentation for resolution.
• Owning or providing back up support for billing activities (time and materials, quoted repairs, jobs, etc) in assigned regions based on volume needs or coverage rotation.
• Fielding customer invoicing inquiries, resolving billing issues by investigating root causes, and proposing effective solutions that favor customer satisfaction and financial performance.
• Assist in resolving accounts payable issues to ensure timely vendor payments and accurate cost allocation for billing. (Also listed below)
• Generating and analyzing billing reports to identify errors and/or discrepancies, presenting findings to management, and offering recommendations for process and/or procedure improvements.
• Ordering parts needed using a company credit card & completing its reconciliation and coding.
• Coordinating the setting up of new customers and vendors, including running credit checks, assisting with ACH, and arranging necessary documentation.
• Assist with resolving AP issues to ensure vendors get paid in a timely manner and costs hit for billing accuracy. (DUPLICATE)
• Performing other tasks related to job setup, tax exemption, lien waivers, and customer accounting as necessary.
• Act as administrator for customer portals, ensuring all required information is current and accurate. Utilize available resources to upload and manage key documentation, including W-9s, certificates of insurance, safety compliance forms, and invoices. Portal management is a time-sensitive task that requires consistent attention to deadlines and prompt updates. Track expirations, renewals, and customer-specific requirements to maintain compliance and support efficient billing and communication processes.
• Consistently communicate with the business manager to keep them informed about developments in their assigned regions or functions, enabling work to be directed where it makes the most sense.
• Demonstrates flexibility to assume other CSST operational responsibilities outside this job scope when necessary to maintain continuity of Service work, including short term coverage for coordinator or dispatcher roles.
• Support consistent standardization of billing, collections, and financial workflows across Service regions to drive accuracy, repeatability, and smooth handoffs.

• High School Diploma or equivalency required; Associates Degree Business Administration or Accounting preferred.

• Minimum of 4+ years' experience in the following areas required: professional administrative office or accounting field; working with customers or vendors; collections, accounting, or purchasing.

• Meticulous attention to detail with strong analytical skills for data verification, complex billing issue identification and solving, as well as discrepancy detection in billing records.
• Excellent communication and interpersonal skills for effective interaction with internal teams, customers, and vendors, and ability to handle inquiries and conflicts professionally while building positive relationships.
• Practical understanding of computer operations with experience in accounting systems.
• Strong knowledge of Microsoft Office (Word, Excel, Outlook, etc.); Advanced knowledge of Microsoft Excel - pivot tables, VLOOKUP, macros, etc.,
• Knowledge and expertise of mechanical contracting and service billing processes as well as commercial HVAC systems, components, and services to accurately interpret and process billing information related to HVAC services.
• Ability to adapt to changing priorities and work efficiently in a dynamic work environment.
• High ethical standards for handling sensitive financial information, commitment to continuous learning, professional development and delivering results within set timelines.
• Demonstrated flexibility to shift focus between billing, collections, and other operational priorities as business needs evolve across regions.

• Able to work comfortably in an office environment, which may involve sitting for extended periods, utilizing computer systems, and handling paperwork.
• Ability to operate office equipment, such as computers, printers, scanners, and telephones is essential.

• The range for this position has been established at $24.50 to $34 hourly and is U.S. Engineering Service's good faith and reasonable estimate at the time of the posting. The compensation offered to the finalist selected for this role will be based on a variety of factors, including but not limited to internal equity, experience, education, specialty, and training. Compensation for this role includes a base salary complemented by commission opportunities based on the Account Manager's individual sales performance and attainment of sales targets
• Your total compensation will go beyond the number on your paycheck. Team members are eligible for a year-end bonus based on company and/or individual performance as well as paid time off. An industry-leading benefits package, including health, dental, and vision plans, matching retirement contributions, and matching 529 contributions all add to your bottom line.