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SalaryJob Title: Office & Billing Coordinator
Department: Accounting
Reports To: On-Site Project Managers
FLSA Status: Non-exempt
Summary: The Office & Billing Coordinator is responsible for preparing customer invoices and related billing duties. Additionally, this position will manage the daily collection and follow-up of accounts receivable; including monitoring accounts receivable aging, proactively initiating communication with customers to ensure timely collections, as well as meeting company goals and objectives.
In addition to related billing duties, this position will coordinate, with project managers and foremen, the rental of both external and internal equipment, including creating purchase orders for external equipment rentals, calling on and off of equipment from job sites, and entry of internal equipment rentals into job cost.
This position will also be responsible for the overall front office activities, including reception and mail duties. This position will coordinate administrative activities for the office to assist project managers and employees as needed. Additionally, this position will perform payroll time entry for all non-salaried employees, working with the corporate office for complete and accurate time entry.
Essential Duties and Responsibilities:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Management and personal ownership of full transaction cycle, from billing to collections
- Timely and accurately prepare invoices by compiling required records such as purchase orders, sales tickets, charge slips, and supporting internal documentation; coordinating with Project Managers to review weekly and monthly invoices.
- Review and research all customer billing requirements, including review of job scope letters and contracts for familiarity; meet with Project Managers and Leadership to plan for special requirements, e.g., certified payroll, bonding requirements, etc.
- Open and populate job information in Timberline as required.
- Proactively and professionally communicate with customers via telephone regarding open invoices and billing issues.
- Follow company’s plan for record keeping on all correspondence with customers and status of collection efforts, meeting with administration weekly regarding accounts receivable collection status.
- Coordinate with Project Managers and Leadership on collection efforts, including handling billing/collection issues through resolution.
- Timely and accurately perform weekly payroll time entry for all non-salaried positions within the office; work with corporate office payroll administration on any payroll issues or discrepancies.
- Responsible for the day-to-day office operations to include, but not limited to, answering phones, handling various employee requests, purchasing office supplies, and coordinating office meetings.
- Establish and maintain customer files in Timberline software to ensure accurate and complete contact information.
- Meet monthly metrics and prescribed performance measures for position.
- Assist with related special projects, as required.
Supervisory Responsibilities:
None.
Education and/or Experience:
High school diploma or general education degree (GED); and two to three years related experience and/or training; or equivalent combination of education and experience. Special consideration will be placed on candidates with construction accounting experience and/or working knowledge of Timberline Accounting Software.
Essential Skills:
To perform this job to expectation, individual must have strong interpersonal and communication skills, ability to provide excellent customer service, and be self-motivated. Must be organized and able to multi-task and prioritize workload and manage time efficiently and work with a sense of urgency to meet company goals.
Reasoning Ability:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Computer Skills:
To perform this job successfully, an individual should have knowledge of Sage 300/ Timberline software; Internet Explorer Internet software; MS Excel Spreadsheet software and MS Word Processing software.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to sit. The employee is frequently required to talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
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We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.
Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine.
EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.
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