Senior Billing Specialist

Position Summary

The Senior Billing Specialist owns the entire accounts receivable process, end to end — from work completed, through accurate billing, to cash collected. This is the person who makes sure every service call, contract, repair, and modernization project is billed accurately, on time, and in the format each customer requires — whether that is a simple maintenance invoice, a time-and-material repair ticket, or a submission through a vendor portal.

Accurate billing depends on good information coming out of the field and the office, so a significant part of this job is coordinating with technicians, dispatch, project managers, and sales to get the documentation right before an invoice ever goes out. It also means every recurring maintenance contract is set up correctly in the system the first time, at the right amount, on the right cycle, with the right escalation.

This is a senior role. You will work independently, set the pace of the billing calendar, resolve disputes directly with customers and project managers, and be the internal authority on how we bill. Prior elevator, HVAC, mechanical, or specialty-trade contracting experience is strongly preferred.

We want someone who is genuinely curious about the business behind the numbers — the kind of person who notices that a job's billings don't line up with the work order, pulls the ticket, calls the technician, and gets to the root of it instead of processing it and moving on. There is no billing department to hide behind here. You will do the work yourself, own the outcome, and have real influence over how the process runs.

Key Responsibilities

Billing Accuracy and Internal Coordination

· Coordinate daily with technicians, dispatch, project managers, and sales to confirm work performed, hours, materials, and billable status before invoicing.

· Chase down incomplete, late, or unclear tickets and timesheets rather than waiting for them; hold internal staff to the documentation standard the billing process requires.

· Set up and maintain every recurring maintenance contract in the system accurately — billing amount, frequency, start and end dates, escalation terms, PO references, and customer billing requirements — and audit the recurring billing register before each cycle runs.

· Verify that new contracts, renewals, and change orders are entered completely and match the signed agreement.

Billing and Invoicing

· Produce and issue all customer invoices: recurring maintenance contracts, time-and-material service and repair work, flat-rate quoted repairs, and progress billings on modernization and new installation projects.

· Review technician tickets, timesheets, and material usage for accuracy and completeness before billing; follow up on missing or unclear documentation.

· Prepare progress billings, including schedule of values, stored materials, retainage, and change orders.

· Bill through customer-required channels, including government, school district, healthcare, and property management vendor portals (e.g., Ariba, Coupa, Corrigo, ServiceChannel, Nexus).

· Apply correct sales tax treatment across Texas and Louisiana jurisdictions, including the distinction between taxable repair/remodel labor and non-taxable new construction labor, and maintain exemption certificates on file.

Contracts and Revenue Support

· Maintain the maintenance contract billing schedule: new contracts, renewals, escalations, cancellations, and prorations.

· Verify purchase orders, contract values, and billing terms before invoicing; flag work performed outside PO limits or without an approved change order.

· Reconcile billed revenue to work orders and job costs; research and resolve variances with project managers and service dispatch.

Accounts Receivable Ownership

· Own the AR aging end to end: monitor past-due balances, make collection calls, send statements, and escalate at defined thresholds.

· Research and resolve short pays, disputed invoices, and unapplied credits.

· Post customer payments and prepare deposits; reconcile AR to the general ledger monthly.

· Report weekly on billing volume, unbilled work, DSO, and aging to the VP of Finance.

Process and Leadership

· Document and improve billing procedures; reduce lag between job completion and invoice issuance.

· Serve as the escalation point for billing questions from field staff, project managers, and customers.

· Train and provide day-to-day guidance to administrative and billing support staff.

· Support month-end close, audit requests, and year-end reporting as needed, meeting fixed reporting deadlines.

· Identify and investigate revenue leakage — unbilled work, missed contract escalations, recurring write-offs, jobs billed below contract value — and recommend fixes.

Required Qualifications

· 5+ years of billing or accounts receivable experience, including at least 2 years in a senior, lead, or sole-owner-of-the-process capacity.

· Hands-on experience with construction, field service, or specialty-trade billing (service tickets, T&M, progress billing, retainage, change orders).

· Strong Excel skills (pivot tables, lookups, reconciliation).

· Experience with accounting or field service management software (QuickBooks, FIELDBOSS, ServiceTrade, LiftKeeper or similar).

· Excellent written and verbal communication; comfortable calling a customer about a 90-day balance and keeping the relationship intact, and equally comfortable pressing a technician or project manager for missing paperwork.

· Proven ability to work independently and manage your own priorities — you will set the billing calendar and hold to it without being managed to it.

· Exceptional attention to detail alongside real speed. This role carries a high volume of small transactions, and both a missed invoice and a wrong one cost us money.

What We're Looking For

Beyond the technical qualifications, the person who succeeds in this seat will:

· Dig in. When a number doesn't make sense, you chase it down — through the work order, the technician, the customer's PO, wherever it leads — rather than booking it and moving on.

· Ask why. You are curious about how the business actually makes money, and you use that curiosity to spot leakage: unbilled work, missed escalations, jobs billed under the contract value, write-offs that keep repeating.

· Roll your sleeves up. This is a hands-on role in a lean office. Some days that means owning a month-end reconciliation, and some days it means rebuilding a broken spreadsheet or sitting with a technician to fix how tickets get written.

· Bring order. You leave processes better documented and faster than you found them, and you can explain your numbers to anyone who asks.

Preferred Qualifications

· Experience in a private equity-backed or investor-owned business, with comfort in an environment that values clean data, timely close, and clear reporting — and that changes as it grows.

· Experience in the elevator industry or a related mechanical trade.

· Familiarity with public-sector and institutional billing: government contracts, school districts, healthcare systems, and cooperative purchasing agreements.

· Multi-state sales tax experience, particularly Texas and Louisiana.

· Associate's or Bachelor's degree in Accounting, Business, or a related field.

Working Conditions

Full-time, on-site at our Houston office, Monday through Friday. Standard office environment. Occasional additional hours at month-end and during peak billing cycles.

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• Health insurance

Work Location: In person