Billing Agent

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: $21-23/hr DOE
• 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

This position is responsible for generating accurate invoices and presenting them to customers in a timely, efficient manner.  Duties include solving problems effectively through research and communications with various departments within the organization.  The role also provides clerical support by filing, running reports, maintaining proper documentation and file maintenance.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Reviews service work orders in Sampro for completeness and accuracy to produce invoices in accordance with customer contracts and requirements.
• Researches discrepancies and communicates with managers to acquire proper documentation to complete billing process.
• Manually enters cost/billing adjustments when data is missing, incorrect, or changes are requested by approving Branch Manager.
• Communicates daily with Branch Managers and account management team for clarification of parts, hours, rates, special forms, etc.
• Processes credit and credit/rebills as requested.
• Prints and submits final invoices to customer via the preferred method of delivery (mail, email, online entry).
• Serves as biller for other areas during absences.
• Pulls historical invoice data for managers or customers.
• Follows up on aging invoices regarding payment status and supports Collections Agent for invoices that exceed 60 days past due as needed
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent.  Bachelor’s degree preferred.
• 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.