Billing Specialist - HVAC

The HVAC Billing Specialist helps bridge the gap between field operations and accounting, ensuring that every equipment verification, unit startup, and large-scale project is billed correctly and supported by complete, verified data. This role is ideal for a detail-oriented professional who thrives in a fast-paced, collaborative environment and takes pride in accuracy, accountability, and operational excellence.

Responsibilities

• Process and Issue Invoices: Prepare and submit accurate and timely invoices for HVAC service work, equipment verification, unit startups, and large-scale project activities.
• Coordinate with Service and Project Teams: Work closely with the HVAC Project Coordinator and project management teams to confirm completed work, ticket status, and required documentation prior to billing.
• Verify Billing Data: Review work orders, time entries, purchase orders, and material costs to ensure all billable items are captured and correctly coded.
• Track and Manage Billing Workflow: Maintain visibility over open, pending, and completed jobs to ensure prompt and accurate billing throughout the project lifecycle.
• Resolve Discrepancies: Research and reconcile billing issues, credit requests, or customer inquiries by collaborating with field teams, coordinators, and accounting.
• Maintain Accurate Records: Ensure all billing-related documentation—including signed work tickets, startup reports, and change order approvals—is organized and stored in accordance with company standards.
• Support Financial Reporting: Assist in preparing billing summaries, aging reports, and revenue forecasts to support project and service performance reviews.
• Ensure Compliance: Adhere to company billing policies, contract terms, and customer billing requirements to minimize disputes and delays.
• Collaborate for Process Improvement: Partner with the HVAC Project Coordinator and management to streamline workflows, improve data accuracy, and enhance billing efficiency.
• Customer Communication: When needed, communicate directly with clients to confirm billing details, provide supporting documentation, or resolve open balances.

Requirements

• Bachelor's degree in accounting, finance, or a related field preferred (or equivalent work experience) 
• 2+ years billing, accounts payable, or related finance role 
• Strong knowledge of accounts payable principles, processes, and best practices 
• Attention to detail and high level of accuracy in data entry and record-keeping 
• Ability to work independently and collaborate effectively with cross-functional teams 
• Knowledge of applicable tax laws and regulations related to accounts payable is a plus 
• Proficiency in accounting software and billing systems (Having Viewpoint Spectrum and/or FEXA experience is a plus) 
• Proficient in Microsoft Office Suite, particularly Excel and Word. 
• Exceptional organizational and time management skills. 
• Strong written and verbal communication skills.  
• Office-based role in Charlotte, NC

Crete United is an equal opportunity employer, considering all applicants for employment regardless of race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, sexual orientation, genetic information, or any other characteristic protected by state of federal law.