ABOUT US
Bay Crane is a leader in crane, rigging, and specialized transportation services, trusted for our commitment to safety, precision, and customer success. With a strong presence across the Midwest and beyond, we take pride in delivering complex industrial and construction projects with excellence. At Bay Crane Midwest, our people are the foundation of everything we do.
THE OPPORTUNITY
The Bay Crane Midwest Billing Administrator plays a critical role in the financial success of the branch by ensuring timely, accurate, and complete billing of services provided. This position is primarily focused on billing administration, including preparing customer invoices from field tickets, coordinating and maintaining supporting documentation, assisting with job costing, and helping drive strong cash flow through efficient billing processes.
The Billing Administrator serves as a key link between operations, customers, and accounting, ensuring billing information is accurate and submitted promptly. In addition to these core billing responsibilities, the position provides light administrative support to help maintain efficient day-to-day branch operations and deliver excellent customer service.
WHAT YOU’LL DO
Billing & Accounts Receivable
- Prepare and submit daily, weekly, and monthly invoices via email and customer billing portals in line with customer agreements and internal deadlines
- Review field tickets, time sheets, equipment usage, labor hours, and materials for billing accuracy
- Process Time & Material (T&M) billing and ensure supporting documentation is complete
- Coordinate with Sales, Dispatch, and Operations on missing details, approvals, change orders, and billing backup
- Validate billing entries for accuracy and policy compliance; correct discrepancies proactively
- Monitor billing reports and aging; partner with Credit & Collections to resolve overdue accounts
- Research and resolve customer billing inquiries, credit/debit memos, short-pays, and invoice discrepancies
Administrative & Branch Support
- Professionally answer and route incoming calls; support front-office inquiries
- Handle incoming/outgoing mail and packages, including scanning, distribution, and shipment requests
- Manage office and branch supply inventory; place and track orders
- Maintain employee certification records and coordinate renewals with managers
- Serve as petty cash custodian; maintain logs, receipts, and reconciliations
- Provide reliable on-site support to keep daily branch operations running smoothly
Purchasing & Operational Support
- Receive vendor invoices; assist with coding, approvals, and routing for timely processing
- Create purchase orders (POs) for supplies, parts, and services; track status and close out upon fulfillment
- Provide administrative support to Dispatch, including documentation, schedules, and confirmations as needed
WHAT WE’RE LOOKING FOR
- 3+ years of billing, invoicing, accounts receivable, or related experience preferred. Stronger candidates with lighter experience may also be considered
- Experience in construction, crane, trucking, industrial services, field service, trades, logistics, or similar environments strongly preferred
- Experience working with ticket-based billing or Time & Material (T&M) invoicing highly preferred
- Strong written and verbal communication with professional phone and email etiquette
- Exceptional attention to detail, organization, and follow-through
- Ability to multitask, prioritize deadlines, and work with minimal supervision
- Proficiency with Windows and Microsoft 365 (Excel, Outlook, Word)
- Readiness to learn ERP/accounting systems and customer billing portals
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Health insurance
- Health savings account
- Life insurance
- Paid sick time
- Paid time off
- Vision insurance
Work Location: In person
