Position Summary

The Billing Specialist is responsible for preparing, reviewing, and processing invoices for equipment sales, parts, rentals, and service work orders. This role ensures accuracy, timeliness, and completeness of all billing activities, working closely with service, sales, dispatch, and accounting teams. 

Key Responsibilities

• Generate accurate invoices for equipment sales, rentals, service calls, preventive maintenance agreements, parts orders, and customer contracts.
• Review work orders, job tickets, labor hours, parts usage, and service notes to verify billable items.
• Ensure billing complies with contract terms, pricing agreements, and customer-specific requirements.
• Process credit memos, adjustments, and rebills when needed.
• Reconcile discrepancies between billing, service, and inventory systems.
• Match billing records with purchase orders, delivery receipts, and signed service documents.
• Respond to customer inquiries regarding invoices, statements, account balances, and billing details.
• Collaborate with service managers, rental coordinators, dispatch, and parts departments to resolve missing information or billing delays.
• Enter and maintain billing data within ERP or business management systems.
• Upload supporting documents such as work orders, quotes, and job notes.

Qualifications

• 2+ years of billing, accounts receivable, or administrative accounting experience.
• Strong proficiency with ERP systems (e.g., JD Edwards, SAP, NetSuite) or industry-specific billing systems.
• Working knowledge of invoicing, contract billing, and financial documentation.
• Strong Excel and data-entry skills with high attention to detail.
• Ability to manage multiple deadlines in a fast-paced environment.
• Experience in a material handling, industrial equipment, construction, or service-based company.