Billing Specialist / Administrative Coordinator
Company: Austin Air and Ice / Triad Draft Solutions
Location: Leander, TX
Job Type: Full-Time
Schedule: Monday–Friday, daytime office hours
Pay: Competitive pay based on experience
About Us
Austin Air and Ice is a growing commercial refrigeration, ice machine, and beverage dispensing service company serving the Austin and Central Texas area. We work with restaurants, convenience stores, breweries, property managers, general contractors, and commercial facilities.
We are looking for a dependable, organized, and detail-oriented Billing Specialist / Administrative Coordinator to support our service, installation, and maintenance departments. This role is ideal for someone who understands billing accuracy, customer communication, job documentation, and administrative follow-through.
Experience with NetSuite is strongly preferred.
Position Overview
The Billing Specialist / Administrative Coordinator will be responsible for reviewing completed jobs, preparing invoices, verifying documentation, communicating with customers, assisting with administrative tasks, and helping keep office operations organized.
This person will work closely with the Service Manager, Dispatcher, Install Manager, technicians, and office staff to make sure jobs are properly documented, billed accurately, and followed up on in a timely manner.
Key Responsibilities
- Review completed service, maintenance, and installation jobs for billing accuracy
- Prepare and process customer invoices
- Verify labor, trip charges, materials, parts, equipment, and job notes before billing
- Confirm required documentation is complete before invoicing
- Work inside NetSuite to review jobs, update records, create invoices, and assist with customer account information
- Review technician notes, photos, parts usage, and job status information
- Communicate with customers regarding invoices, billing questions, account information, and required paperwork
- Assist with accounts receivable follow-up and past-due customer communication
- Help maintain accurate customer records, service agreements, and billing information
- Assist with purchase orders, vendor invoices, part tracking, and job costing support
- Coordinate with the Service Manager and Dispatcher to resolve incomplete job information
- Support general office administration, filing, scanning, document organization, and data entry
- Assist with onboarding new customers and collecting required billing documents
- Help maintain a clean, organized, and professional office workflow
- Perform other administrative duties as needed
Qualifications
- Prior billing, invoicing, bookkeeping, office administration, or accounts receivable experience
- Experience with NetSuite strongly preferred
- Experience in a service company, construction company, trades business, HVAC, refrigeration, plumbing, electrical, or similar field is a plus
- Strong attention to detail and accuracy
- Comfortable reviewing job notes, labor entries, parts, materials, and service documentation
- Strong computer skills and ability to learn software quickly
- Professional written and verbal communication skills
- Ability to follow processes and stay organized in a fast-paced environment
- Dependable, punctual, and able to work independently
- Comfortable asking questions and following up until issues are resolved
- Ability to handle customer billing questions professionally
Preferred Experience
- NetSuite or NetSuite Field Service Management experience
- ServiceTitan, QuickBooks, Sage, FieldEdge, BuildOps, or other field service software experience
- Commercial service billing experience
- Construction or project billing experience
- Accounts receivable / collections experience
- Vendor invoice or purchase order experience
The Right Fit
We are looking for someone who is:
- Detail-oriented
- Organized
- Reliable
- Good with numbers
- Comfortable working with technicians and managers
- Able to catch mistakes before invoices go out
- Professional with customers
- Willing to learn our process and help improve it
- Able to take ownership of their work
This is not just a data entry position. We need someone who can think through billing details, notice when something does not look right, and help keep jobs moving from completion to invoice.
Compensation and Benefits
- Competitive pay based on experience
- Full-time position
- Stable Monday–Friday schedule
- Opportunity to grow with the company
- Supportive team environment
- Benefits may be discussed during the interview process
How to Apply
Please submit your resume and a brief summary of your billing, administrative, NetSuite, or service company experience.
Applicants with NetSuite experience are strongly encouraged to apply.
Austin Air and Ice is looking for someone who takes pride in accurate work, clear communication, and helping a growing company operate efficiently.
Pay: $25.00 - $30.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
Work Location: In person
