Accounting Billing Specialist

Zone Mechanical a Smart Care Company is a leading provider of commercial refrigeration solutions, offering installation, repair, and maintenance services to supermarkets, restaurants, and industrial clients. We are committed to excellence, timely service, and customer satisfaction. We are currently seeking a detail-oriented and organized Billing Specialist to join our growing team.

Job Summary

The Billing Specialist is responsible for preparing and issuing accurate invoices for commercial refrigeration service, maintenance, and installation projects. This role requires strong attention to detail, a good understanding of the refrigeration industry's billing practices, and the ability to communicate effectively with internal teams and clients to resolve billing-related issues.

Key Responsibilities

• Prepare and process timely and accurate invoices for service calls, maintenance contracts, and installation projects.
• Review work orders, time sheets, and service reports to ensure correct billing.
• Coordinate with technicians, service managers, and project coordinators to gather necessary billing information.
• Verify and enter customer purchase orders and track billing milestones.
• Resolve billing discrepancies and respond to customer inquiries in a professional manner.
• Maintain billing records and documentation for audits and reporting.
• Monitor accounts receivable and support collections efforts as needed.
• Ensure billing complies with customer contracts, service level agreements, and company policies.
• Assist in month-end closing processes related to billing and revenue.
• Use accounting or field service management to manage invoicing processes.

Qualifications

• High school diploma or equivalent; associate or bachelor's degree in accounting, business, or related field preferred.
• 2+ years of billing or accounting experience, preferably in a service-based or construction-related industry.
• Familiarity with commercial refrigeration, HVAC, or mechanical contracting is a plus.
• Strong computer skills, including Microsoft Excel and accounting software.
• Excellent attention to detail and organizational skills.
• Strong communication and problem-solving abilities.
• Ability to work independently and as part of a team in a fast-paced environment.

Preferred Skills

• Experience working with work orders, service dispatch systems, and project-based billing.
• Knowledge of tax rules, markups, and labor/material cost tracking in service industries.
• Familiarity with AIA billing, progress billing, or retention billing is a plus (especially for larger installation projects).

About Smart Care

Smart Care is a national repair and service provider for commercial foodservice, refrigeration, and cold storage equipment. Our offering of comprehensive mechanical services includes hot side cooking equipment, stand-alone refrigeration, specialty coffee and beverage, complex rack refrigeration and HVAC.

Smart Care is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other protected class status. All qualified individuals are encouraged to apply. If you need a reasonable accommodation with respect to Smart Care's application or hiring process due to a disability, please contact the Human Resources department at HR@smartcaresolutions.com.