Billing Specialist

A Day in the Life: Review completed service tickets from the technician for accuracy. Verify that labor hours, travel time, parts, and materials are correctly documented and priced. Coordinate with technicians, service managers, and dispatchers to clarify job details before billing. Work with parts/warehouse teams to confirm costs and usage of materials. Communicate with leadership on billing trends, delays, or disputes. Apply correct billing rates according to customer contracts, pricing agreements, or master service agreements (MSAs). Ensure invoices comply with customer requirements, e.g., purchase order numbers, special formatting, and not to exceed limits (NTE). Generate and send invoices to customers in a timely manner. Submit billing through customer portals or third-party platforms when required. Respond to customer inquiries about invoices, charges, or account statements. Monitor accounts receivable and follow up on overdue invoices. Work with customers to resolve payment issues or disputes. Support audits by providing detailed billing records and backup documentation. Organizational Core Competencies: Perform all duties with integrity, safety, and a professional mentality Promote a positive and inclusive work/team environment Communicate all program deficiencies and improvements Report all non-conforming work Ensure effective communication Demonstrate discretion, confidentiality, and good judgment when dealing with sensitive company, personnel, and client information Foster collaboration and communication Education Requirements: Associate’s degree or higher in a related field. Years of Experience: 2+ years of experience in the related field required 2+ years of office experience required Systems: Proficient with Google and Microsoft Office Suite products (Excel, Word) General computer operation and literacy required Experience with Workday preferred Soft Skills: Excellent organizational and communication skills Ability to interface with cross-functional teams and all levels of personnel/management Strong problem-solving and analytical skills Able to work independently, managing multiple responsibilities (i.e., self-starter, self-motivated) Solid organization and time management skills Effective verbal and written communication skills Ability to think and act strategically and proactively Strong writing skills Resourcefulness, flexibility, and resiliency to operate in a dynamic work environment Adaptability: adjusting to last-minute changes quickly and with ease Schedule/Essential Physical Functions Disclaimer as applicable: The schedule and essential physical functions 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 disability to perform the essential functions. Sitting for long periods of time (3-4 hours) Working in front of computer screens for up to 8-10 hours. Safety/Drug Screening: Capability to pass background checks and initial drug screening Valid driver’s license About Smart Care Smart Care is a national repair and service provider for commercial foodservice, refrigeration, and cold storage equipment. Our offering of comprehensive mechanical services includes hot side cooking equipment, stand-alone refrigeration, specialty coffee and beverage, complex rack refrigeration and HVAC. Smart Care is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other protected class status. All qualified individuals are encouraged to apply. If you need a reasonable accommodation with respect to Smart Care’s application or hiring process due to a disability, please contact the Human Resources department at HR@smartcaresolutions.com .