Billing Administrator

JOB DESCRIPTION:
BILLING ADMINISTRATOR

Title: Billing Administrator
Location: Arlington Heights, IL
Work Arrangement: Full-time, on-site
Reports To: Regional Billing Manager
FLSA: Non-Exempt

OVERVIEW

The Bay Crane Midwest Billing Administrator is an on-site, billing-focused position responsible for ensuring services performed by the branch are billed accurately, completely, and on time. Working directly with Operations, Dispatch, Sales, Project Management, Accounting, and customers, this role manages the billing process from field documentation through invoice submission and discrepancy resolution.

The ideal candidate has hands-on experience with billing, invoicing, or Accounts Receivable and is comfortable working in a fast-paced operational environment where accuracy, follow-through, and communication are critical. Experience with construction, trucking, transportation, field service, industrial services, equipment rental, or another service-based industry is highly valued.

While billing is the primary focus of this position, the Billing Administrator will also provide administrative support to the Arlington Heights branch as needed. This is a full-time, on-site position.

KEY RESPONSIBILITIES

Billing & Accounts Receivable

• Prepare and submit daily, weekly, and monthly invoices—via email and customer billing portals—in accordance with customer agreements and internal deadlines.
• Validate billing entries for accuracy, completeness, and policy compliance, correct discrepancies proactively.
• Coordinate with Sales and Project Managers to confirm job costing, change orders, and support documentation prior to billing.
• Monitor billing reports and aging; collaborate with Credit & Collections to follow up on overdue accounts.
• Research and resolve customer inquiries, credit/debit memos, and short pays; document resolutions.

Branch Administration & Operations Support

• Answer and route incoming calls; manage front-office inquiries professionally.
• Handle incoming/outgoing mail and packages, including scanning, distribution, and shipment requests.
• Maintain office/branch supply inventory; place and track orders as needed.
• Maintain employee certification records (add new, update expiring/expired) and coordinate renewals with managers.
• Serve as petty cash custodian; maintain logs, receipts, and reconciliation.
• Provide general on-site support to ensure smooth daily operations.

Purchasing, Vendors & Dispatch

• Receive vendor invoices and assist with coding, approvals, and routing for timely processing.
• Create purchase orders (POs) for supplies, parts, and services; track status and close out upon fulfillment.
• Provide administrative support to the Dispatch team (e.g., documentation, schedules, confirmations) as needed.

QUALIFICATIONS

Required

• 2–3 years of professional billing, invoicing, Accounts Receivable, or closely related experience.
• Hands-on experience preparing customer invoices, reviewing supporting documentation, and researching and resolving billing discrepancies.
• Strong attention to detail with the ability to manage multiple billing deadlines and priorities in a fast-paced environment.
• Strong written and verbal communication skills with professional phone and email etiquette.
• Proficiency with Microsoft 365, particularly Excel, Outlook, and Word.
• Experience working with accounting, ERP, or billing systems and the ability to learn new systems and customer billing portals.
• Ability to work independently, follow through on outstanding items, and collaborate effectively with Operations, Accounting, and customers.

Preferred

• Experience in construction, crane/rigging, trucking, transportation, industrial services, field service, equipment rental, trades, or a similar service-based environment.
• Experience with Time & Material (T&M), ticket-based, work-order, or project billing.
• Experience reviewing labor hours, materials, equipment charges, field tickets, or work orders for billing.
• Familiarity with job costing, purchase orders, change orders, A/R aging, and collections.
• Experience using customer billing portals and managing customer-specific invoicing requirements.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Health savings account
• Life insurance
• Paid sick time
• Paid time off
• Vision insurance

Work Location: In person

Salary : $43,412 - $58,493