01/23/2024
Polhamus Heating & A/C is hiring for a new office position. Please send your resume/application to [email protected].
Billing Clerk Job Description
Work Hours: 8:00 AM to 5:00 PM (Monday through Friday)
Primary Job
Function: Generate invoices, credit memos, update customer information or accounting records. First point of contact for customers answering account specific inquiries, and payment reminders to clients. Ensure timely and accurate billing, assist in collections and resolve customer billing questions and/or inquiries. Manage and maintain customer accounts, and follow up with customers to collect payments, so that debts don’t become past due. Work with other departments to resolve account discrepancies by assisting customers in ensuring timely and accurate payment collection throughout the process.
Reports to: Office Manager
Pay Rate: $45,000 - $50,000/yr. + (Benefits (medical, retirement, holiday, vacation.)
Qualifications
• Accounting degree, or in place of a degree. 5+ years of relevant experience.
• Proven working experience as a Billing/AR Clerk, Accountant, and/or AR Manager
• Solid understanding of accounting principles, fair credit practices, and collection regulations.
• Data entry skills with a knack for numbers
• Fluent in spreadsheets and accounting software
• Customer Service oriented and negotiating skills
• Dispatching and communication with field personnel
• High degree of accuracy and organization skills
• Excellent proficiency and speed when using 10-key numeric pad
• Positive-minded person willing to help where needed.
• Ability and willingness to work as many hours as are needed to meet deadlines.
• Ability to handle work in high pressure situations.
• Ability to understand and to carry out complex oral and written instructions.
• Ability to prioritize and manage time effectively.
• Ability to research, record keep and communicate effectively.
• Ability to multi-task and deal with interruptions.
• Proficient in MS Office (Excel, Word, etc.)
Responsibilities
• Daily preparations and Billings of Service and Installation.
• Track progress on Commercial and Residential Jobs to bill timely.
• Create Invoices for jobs that are directly related to quotes, estimates, and time and materials.
• Submit completed invoices to Service Manager and/or appropriate salesman for approval.
• Prepare and issue statements to customers monthly and as needed upon request of the customer.
• Verify discrepancies, meet with department personnel to resolve billing and collection issues.
• Facilitate payment of invoices due by sending bill reminders and contacting customers.
• Answer customers’ questions and address their complaints where appropriate.
• Enter service department invoice comments and service history.
• Add, update and maintain equipment files for customers containing serial numbers, model numbers, and warranty information.
• Generate monthly customer statements and access finance charges
• Collect, prepare, and issue information related to customer accounts, including invoices, bills, inventory records, account reports, and other relevant financial statements using software or manual ledgers.
• Reconcile sales orders with shipping documents and quotes to make sure customer is invoiced correctly
• Follow up with customers through emails and phone calls on overdue delinquent, and agree on payment schedule where necessary.
• Maintain accurate electronic records of customers.
• Update customer history and data notes
• Manage and Monitor 3rd party platforms keeping requirements and billing current (i.e., Corrigo, Podium, etc.)
• Assist as backup dispatcher by answering phones, creating work orders, scheduling, and collecting residential down payments.
• Review contracts and execute.
• Review job specific contractor insurance requirements and provide with insurance information.
• Receive new contractor documentation of insurance requirements, licensing, W-9.
• Other duties as assigned.
Performance Indicators
Certain key business indicators will measure the effectiveness of this position. These include the following:
Number of times a billing discrepancy is reported.
Collection effectiveness
Billing Cycle timeliness
Number of revised Invoices
Status of Accounts Receivable Aging analysis
