Service Billing and Collection Specialist in Pittsburgh, Pennsylvania at Huckestein Mechanical Services

The Billing and Collections Specialist is responsible for the accurate and timely processing of invoices, monitoring accounts receivable (AR), and ensuring the organization maintains a strong cash flow. This position plays a key role in coordinating with various departments to manage billing processes, resolve disputes, and oversee collections. Success in this role requires attention to detail, excellent communication skills, and a strong ability to prioritize tasks.

Roles and Responsibilities

Service Department (Mechanical Service, Plumbing, and Controls)

1. Invoice Reviews

• Review all service department invoices for accuracy and completion, ensuring proper documentation of labor, materials, and fees.
• Cross-check service tickets for compliance with company standards before approval.

2. Invoice Processing

• Process time-and-material and quality quote service compute invoices.
• Batch processing of all monthly service agreement invoices.

3. Work Order Reviews

• Collaborate with service superintendents and service managers to resolve work orders requiring deeper review to ensure timely billing.

4. Unbilled Costs

• Monitor unbilled costs to ensure they remain minimal, supporting cash flow and timely billing.

5. Disputes and Adjustments

• Address billing disputes promptly and apply necessary credits to customer accounts.

6. Accounts Receivable (AR) Monitoring

• Monitor AR aging reports to ensure timely payment submissions from customers.
• Generate and distribute customer account statements on a monthly basis.

7. Collections

• Collaborate with a collections agency to optimize the recovery of seemingly uncollectable debts.

Projects Department

1. Progress Billing

• Record progress billing adjustments submitted by project managers using DB Analytics.
• Generate, print, and distribute progress invoices via mail or email.

2. Underbilling Monitoring

• Regularly review underbilling reports and notify project managers of underbilled projects to ensure positive cash flow.

3. Dispute and Adjustments

• Handle billing disputes and apply necessary credits to customer accounts.

4. AR Monitoring

• Track AR aging to ensure customers submit payments promptly.
• Prepare and send customer account statements monthly.

5. Credit Holds

• Manage automated and manual credit holds on customer accounts based on aging and credit limit thresholds.

6. Collections

• Work with a collections agency to maximize recovery of overdue balances.

Key Skills and Competencies

• Strong attention to detail and organizational skills.
• Excellent communication and interpersonal abilities.
• Proficiency in ERP systems and database management.
• Knowledge of collections and credit policies.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.

Education and Experience

• Associate or Bachelor's degree in Accounting, Finance, or a related field preferred.
• 2-4 years of experience in billing, collections, or a related role.
• Familiarity with mechanical service or construction industry billing is a plus.