Service Billing & Parts Coordinator Location: Little Rock, AR
Who We Are: AIM, a Tavoron company, has built a strong reputation for distributing high-quality air, gas, and liquid handling and treatment equipment. We specialize in delivering innovative engineering solutions across a wide range of industries, backed by decades of experience and a commitment to excellence. With modern facilities located in four strategic locations, AIM offers a full line of top-tier products and unmatched customer support. Our mission is to provide exceptional sales and service for equipment used in the treatment and movement of air, liquids, and gases: meeting and exceeding customer expectations every step of the way.
Position Summary
The Service Billing & Parts Coordinator is responsible for ensuring the accurate and timely conversion of completed service work into customer invoices while coordinating parts procurement, purchase orders, inventory tracking, and administrative support for the service department. This role serves as a critical quality checkpoint between field operations, accounting, vendors, and customers to ensure billing accuracy, parts availability, and complete job documentation. The position requires exceptional attention to detail, strong organizational skills, and the ability to manage multiple priorities in a fast-paced service environment.
Key Responsibilities
Billing & Invoicing
- Convert Quality Control (QC)-approved work orders into customer invoices with complete accuracy.
- Verify every work order has been cleared by the Documentation & QC Specialist prior to invoicing. No exceptions.
- Review each invoice to ensure:
- Labor hours match the approved work order.
- Parts are fully itemized and billed at the correct pricing.
- Work descriptions are professional, accurate, and customer-friendly.
- Identify and resolve billing discrepancies before invoices are issued.
- Maintain invoice accuracy while meeting established billing deadlines.
- Maintain a weekly billing log documenting:
- Invoice number
- Date issued
- Invoice amount
- Payment status
- Track outstanding Accounts Receivable and communicate aging invoices to the Service Director and Accounting according to established schedules.
Parts Procurement & Vendor Management
- Order parts for service jobs as directed by the Service Coordinator and Documentation & QC Specialist.
- Verify correct part numbers before placing orders.
- Issue purchase orders through approved company procedures.
- Ensure no parts are ordered without an approved Purchase Order or authorized approval.
- Confirm receipt of all Purchase Orders.
- Notify internal requestors the same business day that parts are received.
- Coordinate complex or escalated parts sourcing with Service Inside Support.
- Manage vendor communications regarding:
- Technical escalations
- Pricing disputes
- Product availability
- Alternative sourcing
- Follow up with vendors every 24 hours on all open orders until delivery is confirmed.
- Drive vendors to provide responses within 24 hours on outstanding requests.
Parts Coordination & Inventory Support
- Assist in organizing and verifying parts for all scheduled service jobs.
- Coordinate daily with the Service Coordinator to ensure parts are staged prior to technician dispatch.
- Monitor parts usage trends and identify unusually high consumption.
- Notify the Parts Department when inventory adjustments may be required.
- Alert Technical Support when abnormal parts usage may indicate recurring equipment failures.
- Enter received and assigned parts into the service software accurately and promptly.
Service System Administration
- Enter new equipment into the service management system, including:
- Customer information
- Manufacturer
- Model
- Serial number
- Installation date
- Configuration details
- Maintain the Open Orders Report with updated delivery dates within 24 hours of any changes.
- Keep estimated costs and selling prices current on all open service orders.
- File incoming customer photographs into the appropriate electronic job folders immediately upon receipt.
- Generate the Open Estimate Report weekly.
- Identify estimates outstanding longer than five business days and report them to the Documentation & QC Specialist and Account Manager.
Communication & Coordination
- Work closely with:
- Service Coordinators
- Documentation & QC Specialists
- Service Director
- Accounting
- Parts Department
- Technical Support
- Service Inside Support
- Vendors
- Maintain professional communication with internal departments and external suppliers.
- Escalate issues that could delay customer service, billing, or job completion.
Qualifications
- Associate degree in Business Administration, Accounting, Supply Chain, or a related field preferred.
- Equivalent combination of education and relevant experience will be considered.
- Strong proficiency with Microsoft Office, particularly Excel and Outlook.
- Experience using ERP, accounting, or service management software.
- Excellent written and verbal communication skills.
- Strong organizational and time management abilities.
- Exceptional attention to detail and accuracy.
- Ability to prioritize multiple projects in a fast-paced environment.
- Strong problem-solving and analytical skills.
- Ability to work independently while collaborating effectively across departments.
Experience Requirements
- Minimum of 3 years of experience in service administration, billing, customer invoicing, parts coordination, purchasing, or a related operational support role.
- Experience processing customer invoices with a high degree of accuracy.
- Experience managing purchase orders and vendor relationships.
- Experience tracking accounts receivable or supporting accounting functions preferred.
- Experience coordinating service parts and inventory preferred.
- Experience working in a field service, HVAC, commercial kitchen equipment, construction, manufacturing, industrial service, or mechanical service environment is highly preferred.
Core Competencies
- Attention to Detail
- Customer Focus
- Accountability
- Organization and Planning
- Vendor Relationship Management
- Billing Accuracy
- Purchasing & Procurement
- Inventory Coordination
- Problem Solving
- Time Management
- Communication
- Team Collaboration
- Data Accuracy
- Process Compliance
- Continuous Improvement
Performance Expectations
Success in this position is measured by:
- Accurate and timely customer invoicing.
- Zero invoices issued without QC approval.
- Minimal billing errors or invoice corrections.
- Timely purchase order processing.
- Consistent vendor follow-up and on-time parts delivery.
- Accurate maintenance of service software records.
- Current open order and estimate reporting.
- Effective coordination that minimizes technician downtime due to unavailable parts.
- Timely communication with internal stakeholders regarding aging receivables, outstanding estimates, and parts status.
Physical Demands. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and the ability to adjust focus.
Work Environment. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
