Coordinator-Billing (Hybrid Role)

EMCOR Services of New York/ New Jersey is a wholly-owned subsidiary of EMCOR Group. Inc. EMCOR is the world's leading provider of mechanical and electrical construction and facilities services, including planning, consulting, and operations and maintenance. EMCOR NY/NJ designs, builds, operates and maintains commercial heating, ventilation and air conditioning systems that provide healthy, productive and efficient working environments. With the region's most highly trained HVAC specialists and professionals, we have unmatched resources available to support the needs of our clients through every phase of their ownership cycle.

The primary function of this role is to assist the HVAC/service department and financial billings. The Company goal is to continuously grow the revenues of the mechanical and electrical construction and facilities while maintaining profits, satisfying customers' requirements, and staying compliant with required guidelines. Additional duties include clerical and project-based work as well as administrative support.

This job requires attention to detail with a focus towards data entry, accuracy, and communication.

Essential Duties / Responsibilities:

Include the following. Other duties may be assigned.

• Prepare various contract documents and complete project closeout documentation.
• Compile job costing and purchase order reports.
• Gathers required records to compile all information needed for billing.
• Update customer system inventory in the CRM program for completed billings.
• Prepares invoices, listing items sold, work completed, amounts due, credit terms, and dates of completion.
• Ensures that all billing and accounting deadlines are met and communicates exceptions as necessary.
• Produce various service and billing reports, summarizing and analyzing them as necessary.
• Assists with the creation of billing summaries for customers without website billing.
• Monitor and update customer website portals from initial service requests to final invoices.
• Prepares credit memorandums to indicate returned or incorrectly billed products or services.
• Posts transactions to accounting records.
• Works with account representatives as needed to prepare and correct invoices.
• Follow up on open receivables and maintain aging report for A/R updates.
• Process and scan billings for approved invoices.
• Submit vendor invoices to A/P for payment.
• Review vendor statements and investigate older items.
• Participate in month-end closing processes.
• Ensure warranty items are processed efficiently.
• Responsible for all written correspondence to customers or vendors pertinent to job
• Assist the safety manager and ensure field personnel have proper safety equipment and parts.
• Backup to Service Coordinator to assist with dispatching as necessary.
• Answer incoming phone calls as necessary.
• Customer service outreach and follow up.
• Financial document filing and disposal.
• Backup to Service Coordinator to assist with dispatching as necessary.

Qualifications:

• High School Diploma or GED is required.
• 3+ years' experience in an administrative/billing role is required.
• Prior experience in construction or service contractor field is a plus.
• Proficient in Microsoft Office Suite - Word, Excel, Outlook and PowerPoint.

REQUIRED ATTRIBUTES

The requirements listed below are representative of characteristics and demonstrated capabilities to perform this job successfully.

• Must demonstrate integrity and professionalism.
• Must follow-up on tasks and assignments in a timely manner.
• Must possess excellent written and verbal communications skills.
• Must prioritize in a fast paced multi-task environment.
• Must have demonstrated ability to perform basic business mathematical functions.
• Must think strategically, make sound decisions, and produce accurate and timely results.
• Must build positive working relationships with multiple levels of employees and management.
• Must work with minimal supervision.
• Must demonstrate ability to work effectively in a team environment.
• Must comply with all operating policies, procedures, executed Plans, and Programs.
• Must demonstrate commitment to company values.
• Must possess excellent organizational skills.

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Compensation Range: 70k-80k

Benefits: We are committed to providing employees a comprehensive benefits package which includes medical, dental, and vision coverage, along with health savings and flexible spending accounts, life insurance, disability, a 401(k) Savings Plan, College Coach and employee assistance program.

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine.

EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process - it is probably fraudulent.