Billing Specialist

Position Summary

The Billing Specialist is responsible for producing accurate, timely invoices for thermal projects and, as time permits, supporting traditional billing functions across other divisions. This position requires strong analytical skills, attention to detail, and the ability to interpret proposals, quotes, and cost buildups to ensure that every invoice reflects the true scope and cost of work performed. The Billing Specialist reports directly to the Operations Accounting Manager.

Essential Duties and Responsibilities

Thermal Billing (Primary Focus)

- Prepare and issue accurate thermal invoices based on project-specific proposals, quotes, and cost buildups.

- Analyze supporting documentation to ensure that each invoice reflects appropriate labor, materials, rentals, and other billable items. Reconcile propane usage and ensure it is properly reflected on customer invoices.

- Third party vendor purchase reconciliation.

- Maintain consistent and up-to-date records of customer billing requirements in tracking portals.

- Submit invoices through customer billing portals and ensure timely submission in accordance with customer-specific terms.

- Communicate with the sales and operations teams to clarify discrepancies, resolve issues, and confirm billing accuracy.

- Review project costs for completeness before billing to prevent revenue leakage.

- Support month-end close processes by ensuring all thermal billing is complete and properly recorded.

- Reconcile and prepare accruals for unbilled revenue and outstanding expenses as part of the month-end close

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Traditional Billing Support

- Process non-thermal (traditional) invoices as workload allows, ensuring compliance with company and customer billing standards.

- Review and validate timecards, job tickets, and material usage for accuracy prior to billing.

- Coordinate with project managers and operations staff to verify that all billable work has been captured.

Skills and Qualifications

- Education: High school diploma or equivalent required; Associate degree in Accounting, Business Administration, or related field preferred.

- Experience: 2+ years of experience in billing, accounts receivable, or accounting; experience in industrial or service-based industries is highly desirable.

- Technical Skills: Proficiency in Microsoft Excel and accounting systems (experience with Acumatica, PayNW, or similar ERP preferred but not required).

- Analytical Skills: Strong ability to interpret contracts, quotes, and cost data to ensure billing accuracy.

- Communication: Excellent written and verbal communication skills for coordinating across departments and with customers.

- Organization: Strong attention to detail and ability to manage multiple priorities under tight deadlines.

Key Competencies

- Exceptional attention to detail – ability to review complex data, identify discrepancies, and ensure complete billing accuracy while juggling multiple tasks.

- Accountability and ownership – take initiative to ensure all assigned tasks are completed accurately and on time.

- Collaborative mindset – works collaboratively across departments to support seamless billing processes.

- Open Communication – proactive communication, responsiveness, and follow-up with internal teams and customers to resolve issues quickly and maintain workflow momentum.

- Adherence to schedules and deadlines – strong commitment to meeting billing cycles, month-end close timelines, and customer submission requirements.

- Proactive problem-solving and process improvement orientation – identifies and suggests ways to streamline and enhance billing efficiency.

- Ensure financial integrity- Commitment to maintaining integrity and compliance.

Job Type: Full-time

Pay: From $30.00 per hour

Expected hours: No less than 40 per week

Benefits:

- 401(k)

- Dental insurance

- Health insurance

- Paid time off

- Vision insurance

Work Location: In person