We are seeking a detail-oriented and adaptable Accounts Receivable & Service Operations Coordinator to join our growing team. In this dual function role, you will split your time equally between managing the full accounts receivable cycle and supporting our service department as an office administrator. This is a hands-on position ideal for someone who thrives in a dynamic environment, enjoys variety in their workday, and is comfortable operating with autonomy in ambiguous situations. NetSuite experience is a plus, but a strong willingness to learn our systems and processes is equally valued.
This position will be full-time, reporting into the Office Manager with oversight from the General Manager.
Key Responsibilities
Accounts Receivable (30%)
Complete ownership of the billing and collections cycle, including:
- Execute end-to-end billing processes — generate, review, and issue customer invoices accurately and on time
- Manage and monitor the AR aging report; proactively identify past-due accounts and escalate as appropriate
- Conduct professional outbound customer calls for collections — following up on outstanding balances, resolving disputes, and negotiating payment arrangements
- Maintain organized customer account records and ensure billing data integrity
- Partner with sales and account management teams to resolve billing discrepancies
Service Operations & Office Administration (70%)
Act as the operational backbone of the service department, working closely with the Service Manager:
- Collaborate with the Service Manager to build and maintain the service team schedule — coordinating technician assignments, job priorities, and capacity
- Create, track, and close service work orders from initiation through completion; ensure all required documentation is captured
- Handle all billing and invoicing for service work — generate invoices upon job completion and ensure accuracy against work orders and contracted rates
- Manage collections for service accounts — follow up on outstanding service invoices and maintain positive customer relationships
- Serve as the primary point of contact for service department administrative needs
- Coordinate communication between service technicians, the Service Manager, and customers regarding scheduling, status updates, and billing questions
- Maintain service records and work order history in the system
- Support continuous improvement of service department workflows and documentation
Qualifications
REQUIRED
- 2+ years of accounts receivable, billing, or related finance experience
- Demonstrated experience making customer-facing collections calls
- Proficiency in Microsoft Office (Excel, Outlook)
- Strong attention to detail and accuracy in data entry and reconciliation
- Excellent verbal communication skills — confident on the phone
- Ability to manage multiple priorities and meet deadlines
- Experience working in a small to mid-size company environment
PREFERRED (NICE TO HAVE)
- Experience with NetSuite (ERP) — training provided for the right candidate
- Background in service industry or field service operations
- Exposure to work order management or service dispatch processes
- Experience supporting operations teams in a coordination or admin capacity
- Familiarity with month-end close processes
Success Profile — What We’re Really Looking For
Beyond the technical skills, the ideal candidate demonstrates the following traits:
- Comfortable with ambiguity: Comfortable with ambiguity:
◦ We are a growing company and not everything is perfectly defined. You roll up your sleeves, figure things out, and improve processes as you go.
- Proactive communicator: Proactive communicator:
◦ You don’t wait to be asked — you follow up with customers, flag issues early, and keep your manager informed.
- Service-minded: Service-minded:
◦ You understand that collections and billing calls are also customer interactions. You balance firmness with professionalism.
- Self-directed: Self-directed:
◦ You own your work. Once trained, you manage your own workload and deliverables with minimal supervision.
- Collaborative: Collaborative:
◦ You work comfortably across departments — finance, service operations, and management — and adapt your communication style accordingly.
Pay: $21.00 - $26.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Experience:
- in Accounts Receivable, billing, collections: 3 years (Required)
- Administrative: 3 years (Required)
Ability to Commute:
- Wheaton, IL 60187 (Required)
Work Location: In person
