Customer Administrator - Commercial HVAC Confidential Ludlow, MA Job Details Full-time 1 day ago Benefits Health insurance Dental insurance 401(k) Paid time off Qualifications Debt collection phone call Customer records maintenance Customer communication Customer relationship building Managing clients in a customer support role Dispatching Billing issue inquiries Handling account queries Collections account management Full Job Description Our commercial HVAC service department is seeking an experienced Customer Administrator to manage service work order billing and collections. This position is responsible for the timely and accurate invoicing of completed service work, collections of past due invoices and serving as a primary point of contact for our commercial customers. The ideal candidate will have prior HVAC service billing experience and a proven ability to collect outstanding balances while maintaining strong customer relationships. Responsibilities Service Work Order Billing Prepare accurate invoices from completed service work orders, including time-and-material calls, preventive maintenance agreements, emergency service, and quoted repairs Review technician documentation, including labor hours, overtime, materials, equipment information, and work descriptions, for accuracy and completeness Apply the appropriate labor rates, material markups, trip charges, and contract pricing Comply with client-specific billing requirements, including purchase order numbers, not-to-exceed limits, billing portal submissions (e.g., Ariba, Coupa), and supporting documentation Meet established billing standards Collections and Accounts Receivable Monitor open invoices and pursue past-due balances by telephone and written correspondence Investigate and resolve billing disputes, short payments, and rejected portal submissions Issue customer statements and maintain current accounts receivable aging reports Escalate delinquent accounts to management with appropriate documentation Customer Service Serve as the primary contact for commercial clients, including property managers, facility managers, and building engineers, regarding billing inquiries, service history, and invoice status Answer and direct incoming service calls in a professional manner Assist with the dispatching and scheduling of service calls as required Maintain organized, accurate, and audit-ready service records, work orders, and billing files Expected hours: 40.0 per week

Benefits:

401(k) Dental insurance Health insurance Paid time off

Work Location:

In person