Regional Billing Administrator

OPEN POSITION: Refinery Billing Administrator
LOCATION: Toledo, OH Area (Hybrid role)
REPORTS TO: Refinery Lead
FLSA STATUS: Fulltime, Non-Exempt
SALARY: $50,000 - $60,000 annually

ABOUT US

Bay Crane is the leader in crane, rigging, and specialized transportation services, trusted for our commitment to safety, precision, and customer success. With operations spanning the Northeast, Midwest, and beyond, we take pride in supporting complex projects with expertise, reliability, and a people-first approach. Our success is built on the strength of our team, and we are dedicated to creating an environment where employees can thrive.

THE OPPORTUNITY

We’re looking for a Refinery Billing Administrator to support our refinery billing operations. This role focuses on accurate data entry, documentation management, and internal coordination to ensure billing data is complete, timely, and compliant with company procedures and refinery-specific requirements.

The Refinery Billing Administrator works closely with Refinery Billing Specialists, refinery site teams, project managers, and accounting staff to ensure work tickets, labor hours, equipment usage, and supporting documentation are properly captured in billing systems. This position is ideal for someone who is highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment.

WHAT YOU’LL DO

Billing & Data Entry Support

• Accurately enter work tickets, labor hours, equipment usage, and material charges into billing systems
• Review tickets and time entries for completeness and accuracy prior to invoice preparation
• Support billing specialists in resolving discrepancies and ensuring all billable activities are captured
• Assist with invoice preparation in accordance with client requirements and contractual terms

Documentation & Compliance

• Maintain organized records of contracts, change orders, time sheets, correspondence, and billing support documents
• Ensure documentation meets company standards and client audit/compliance requirements
• Provide backup documentation to accounting teams for payment allocation and reporting
• Assist with filing, tracking, and retrieval of documentation for internal and external audits

Team Support & Internal Coordination

• Learn billing processes and requirements for multiple refinery accounts
• Provide coverage support during absences or high-volume periods
• Coordinate with billing specialists, project managers, and accounting teams to clarify billing requirements
• Participate in meetings related to billing workflow improvements and process efficiency

WHAT YOU’LL BRING

• 1–3 years of experience in project billing, construction/industrial administration, or related administrative roles
• Experience handling high-volume documentation, ticket processing, or work order verification preferred
• Strong Microsoft Office skills, especially Excel
• Familiarity with ERP or billing systems such as NexGen or similar platforms is a plus
• Excellent organizational skills with strong attention to detail and accuracy
• Ability to manage multiple deadlines in a fast-paced environment
• Strong written and verbal communication skills for internal coordination
• Ability to work independently in a hybrid or remote setting with minimal supervision

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Oregon, OH 43616

Salary : $50,000 - $60,000