HVAC Billing Coordinator

Job Summary:
We need 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 slips through the cracks. The right fit has field service or home services admin experience, 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
• Find completed work that hasn't been invoiced yet, then create and send invoices promptly
• Clear the existing backlog of open and unbilled jobs to bring the system fully up to date
• Keep a task and deadline tracker covering quotes due, upcoming jobs, and non-urgent follow-ups
• Send the owner timely reminders so no deadline or follow-up is missed
• Work with the bookkeeper as needed to keep invoicing records clean and consistent
• Help with job scheduling and quote preparation as the role develops
• Flag issues, gaps, or inconsistencies in job records and suggest improvements to 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 multiple deadlines and follow-ups
• Experience maintaining trackers or task lists in tools such as Google Sheets, Excel, or a task manager
• Proactive mindset with the ability to spot what needs doing and act on it
• Consistent, detail-focused, and able to self-manage
• Strong written communication skills, especially by 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
• Ability to juggle multiple projects at once

Why Join Us:
Join a hands-on, growing service team where your work keeps the business running and makes a visible difference from the start. 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.