Billing Representative

Overview

CoolSys solves the most complex challenges in refrigeration, air conditioning, heating, engineering, and energy management. With over 3,700 associates nationwide, we deliver tailored solutions to help businesses cut costs, improve equipment performance, and reduce emissions. Our services include HVAC and refrigeration equipment sourcing, installation, repair, maintenance, monitoring, and optimization.

We also offer engineering design, energy resilience and consumption optimization, asset recycling, and seamless multi-site rollouts across states. CoolSys serves over 45,000 customer locations in industries like retail, food service, commercial, data centers, industrial, and pharmaceuticals. No wonder Newsweek named CoolSys one of America’s Greatest Workplaces!

We understand that hiring great people is the foundation of everything we do. Our employee benefits packages include: Competitive pay: $20-25/hr Benefits: Medical, Dental, Vision and Prescription coverage. Paid vacation, holidays, and floating holiday. 401(K) with Company match. Company sponsored life insurance, as well as optional AD&D, short and long-term disability.

Tuition reimbursement. Employee discounts on vehicles, hotels, theme parks, select cell phone bills and so much more. Pet Insurance. Legal Plan, and ID Theft Protection.

Responsibilities

The Billing Representative is responsible for generating accurate invoices and presenting them to customers in a timely, efficient manner. Solve problems effectively through research and communications with various departments within the organization. Provide clerical support by filing, running reports, maintaining proper documentation and file maintenance.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Reviews service work orders in Dynamics and Billing Admin Review Tool for completeness and accuracy to produce invoices in accordance with customer contracts and requirements. Research discrepancies and communicate with managers to acquire proper documentation to complete the billing process. Manually enters cost/billing adjustments when data is missing, incorrect, or changes are requested by approving Service Manager.

Communicates daily with Service Managers, Technicians and Customer Account Specialists for clarification of parts, hours, rates, special forms, etc. Reviews preliminary invoice batches for accuracy, verify against edit lists, and post daily in Dynamics. Processes credit and credit/rebills as requested. Prints and submits final invoices to customers per their preferred method of delivery (mail, email, online entry).

Serves as biller for other areas during absences. Submits quote, NTE increases, and status updates into 3rd party online systems. Pulls historical invoice data for managers or customers. Embodies the CoolSys CARES culture (Collaboration, Accountability, Respect, Empowerment, Safety). Performs other duties as assigned.

Qualifications

Education

/ Training High school diploma or GED. Bachelor’s degree in Accounting, Finance or related field preferred. Work Experience / Skills 1 – 2 years of billing experience. Excellent organization and communication skills. Ability to multi-task effectively. Ability to interact with all levels of management in various departments.

Solid knowledge of billing, payroll, and payable procedures in order to provide accurate instructions to others in accordance with the established practices. Ability to organize and prioritize your own work schedule and the work schedules of others on short-term basis. Ability to add, subtract, multiply, divide and to record, balance, and check results for accuracy.

Ability to express or exchange ideas by means of the spoken word, communicating orally with others accurately, clearly, and quickly. Some travel to other branch locations. Knowledge of use of Dynamics preferred Ability to understand and follow all company policies and procedures and all applicable State and Federal laws.

Ability to use typical business tools including E-Mail, Word, Excel, etc. Join Us Today, there are 27 different companies that make up the CoolSys family of brands. Our valued employees are at the heart of our continued growth and success. We invite you to be part of that growth! Connect with us on Facebook and X. CoolSys is an EEO/AA Employer.

All qualified individuals

• Including all ages, colors, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics are encouraged to apply. Pre-employment background screening (criminal and MVR for driving positions) and drug testing are required for all positions. CoolSys will consider qualified applicants with criminal histories in a manner consistent with federal law, state law, or local ordinance. The Billing Representative is responsible for generating accurate invoices and presenting them to customers in a timely, efficient manner. Solve problems effectively through research and communications with various departments within the organization. Provide clerical support by filing, running reports, maintaining proper documentation and file maintenance.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Reviews service work orders in Dynamics and Billing Admin Review Tool for completeness and accuracy to produce invoices in accordance with customer contracts and requirements. Research discrepancies and communicate with managers to acquire proper documentation to complete the billing process. Manually enters cost/billing adjustments when data is missing, incorrect, or changes are requested by approving Service Manager.

Communicates daily with Service Managers, Technicians and Customer Account Specialists for clarification of parts, hours, rates, special forms, etc. Reviews preliminary invoice batches for accuracy, verify against edit lists, and post daily in Dynamics. Processes credit and credit/rebills as requested. Prints and submits final invoices to customers per their preferred method of delivery (mail, email, online entry).

Serves as biller for other areas during absences. Submits quote, NTE increases, and status updates into 3rd party online systems. Pulls historical invoice data for managers or customers. Embodies the CoolSys CARES culture (Collaboration, Accountability, Respect, Empowerment, Safety). Performs other duties as assigned.

Education

/ Training High school diploma or GED. Bachelor’s degree in Accounting, Finance or related field preferred. Work Experience / Skills 1 – 2 years of billing experience. Excellent organization and communication skills. Ability to multi-task effectively. Ability to interact with all levels of management in various departments.

Solid knowledge of billing, payroll, and payable procedures in order to provide accurate instructions to others in accordance with the established practices. Ability to organize and prioritize your own work schedule and the work schedules of others on short-term basis. Ability to add, subtract, multiply, divide and to record, balance, and check results for accuracy.

Ability to express or exchange ideas by means of the spoken word, communicating orally with others accurately, clearly, and quickly. Some travel to other branch locations. Knowledge of use of Dynamics preferred Ability to understand and follow all company policies and procedures and all applicable State and Federal laws.

Ability to use typical business tools including E-Mail, Word, Excel, etc.