The posting
The Billing Analyst is responsible for ensuring accurate, timely, and compliant invoicing and collections for service operations. This role partners closely with Customer Service Representatives (CSRs), Service Managers, Sales, and internal finance teams to verify job completion, review supporting documentation, prepare invoices, and manage accounts receivable activities. The Billing Analyst plays a critical role in revenue integrity, customer communication, and cash flow by maintaining accurate billing records and proactively supporting collections efforts.
RESPONSIBILITIES INCLUDE
Billing and Daily Invoicing
- Coordinate daily with Customer Service Representatives (CSRs) to confirm service jobs are completed and ready for billing.
- Pull and review reports of completed jobs and in-progress jobs eligible for billing to ensure invoices are issued to the customer and batched in a timely manner.
- Review invoices for accuracy and completeness, including the addition of applicable charges such as inventory, trip charges, consumables, and other billable items.
- Review and edit service technician notes for clarity, accuracy, and professional presentation prior to invoicing customers.
- Verify customer purchase orders for accuracy, ensuring totals, job references, and billing details are correct prior to invoice submission.
- Submit invoices exceeding $4,000 to Service Managers for review and approval before final billing.
- Collaborate with CSRs to resolve open purchase orders prior to billing and batching invoices.
Collections and Accounts Receivable Support
- Email customer statements by the 7th of each month in accordance with established billing and collections timelines.
- Respond to customer inquiries regarding invoice details, charges, and account balances in a timely and professional manner.
- Distribute accounts receivable (AR) collections reports by the 15th of each month for invoices exceeding 60 days outstanding to Service Managers and Sales teams to support collection efforts.
- Prepare division-specific AR collections reports and detailed notes on outstanding invoices for presentation at the monthly collections meeting, held on the second or third Wednesday of each month.
- Maintain accurate documentation and notes related to billing disputes, payment status, and collection activity.
Requirements
IDEAL QUALIFICATIONS & EXPERIENCE:
- High school diploma or equivalent required; associate or bachelor’s degree in accounting, finance, or business preferred.
- 2+ years of experience in billing, invoicing, accounts receivable, or finance support, preferably in a construction, mechanical, HVAC, or service-based environment.
- Strong understanding of invoicing processes, purchase orders, job costing, and AR best practices.
- Experience reviewing service documentation, technician notes, and billing support materials for accuracy and clarity.
- Proficiency in Microsoft Excel and accounting or ERP systems; experience with service-based billing systems preferred.
- Strong attention to detail and accuracy in financial data, invoices, and reporting.
- Excellent written and verbal communication skills, with the ability to professionally interact with customers and internal stakeholders.
- Strong organizational skills and ability to manage recurring deadlines (daily, monthly, and ad hoc).
- Ability to work collaboratively across departments while maintaining accountability for billing accuracy and timelines.
- Experience supporting collections activities and participating in AR review meetings preferred.
Benefits
At Gallo Mechanical Services, our foundation is built on the core values of family, service, and exceptional performance. With 80 years as a proud, locally-owned family business, we are dedicated to finding innovative ways to serve and support the community we call home. It all starts with our greatest asset – our people! We invest in your growth through dedicated training programs and back you up with a comprehensive benefits package designed to help you thrive in your career.
- Training, support, and career progression to help you grow in your career.
- Company-paid medical insurance
- Dental, vision, voluntary life, short term disability, accident, and critical illness insurance
- Team Incentive Program (TIP): Allows eligible employees to share in company financial success.
- 401(k) plan with a 5% company match
- Employee wellness resources, PTO benefits, and more!
