Admin and Billing VA

Job Summary:
We have an exciting role for a highly organized HVAC Billing Coordinator to support our owner and keep the back office running smoothly while our technicians are out in the field. You’ll manage job records in Jobber, make sure every completed job gets invoiced, and track quotes, upcoming jobs, and follow-ups so nothing falls through the cracks. This is a great match for someone with field service or home services admin experience who knows Jobber well and takes initiative without waiting to be asked.

Key Responsibilities:

• Close out completed jobs in Jobber and keep every job record accurate and current
• Spot finished work that hasn’t been invoiced, then create and send invoices promptly
• Work through the backlog of open and unbilled jobs until the system is fully up to date
• Maintain a task and deadline tracker of quotes due, upcoming jobs, and non-urgent follow-ups
• Remind the owner ahead of time so deadlines and follow-ups are never missed
• Coordinate with the bookkeeper as needed to keep invoicing records clean and consistent
• Support job scheduling and quote preparation as the role develops
• Raise issues, gaps, or inconsistencies in job records and suggest fixes that keep billing on track

Mandatory Skills:

• Hands-on experience with Jobber or a similar field service management platform (ServiceTitan, Housecall Pro)
• Proven experience in billing, invoicing, or admin support for a field service or home services business
• Strong organizational skills and the ability to manage many deadlines and follow-ups
• Experience maintaining trackers or task lists in tools such as Google Sheets, Excel, or a task manager
• Proactive mindset and the ability to see what needs doing and act on it
• Careful, dependable, and self-motivated
• Strong written communication skills, particularly over email

Preferred Skills:

• Direct experience using Jobber for job close-outs and invoicing
• Background supporting HVAC, refrigeration, plumbing, electrical, or other trade businesses
• Experience cleaning up backlogged or disorganized job and billing records
• Familiarity with quote preparation and job scheduling for field technicians
• Comfortable working with a manager who is in the field and has limited daytime availability
• Good at handling several projects at the same time

Why Join Us:
Join a hands-on, growing service team where your work keeps the business running and makes a visible difference from day one. You’ll have room to take ownership, shape how our office runs, and grow into more responsibility over time. If you love bringing order to busy operations, we’d love to hear from you.