HVAC Billing Coordinator

We are looking for a highly organized HVAC Billing Coordinator to support our owner and keep our back office running smoothly while our technicians are out in the field. You will manage job records in Jobber, make sure every completed job is invoiced, and keep track of quotes, upcoming jobs, and follow-ups so nothing slips through the cracks. The ideal candidate has field service or home services admin experience, knows Jobber well, and takes initiative without waiting to be told.

Key Responsibilities:

• Close out completed jobs in Jobber and keep all job records accurate and up to date
• Identify completed work that has not yet been invoiced, then create and send invoices promptly
• Clean up the existing backlog of open and unbilled jobs to bring the system fully current
• Maintain a task and deadline tracker covering quotes due, upcoming jobs, and non-urgent follow-ups
• Send timely reminders to the owner so deadlines and follow-ups are never missed
• Coordinate with the bookkeeper as needed to ensure invoicing records are clean and consistent
• Support job scheduling and quote preparation as the role develops
• Flag issues, gaps, or inconsistencies in job records and suggest improvements to keep billing on track

Mandatory Skills:

• Hands-on experience with Jobber or a similar field service management platform (ServiceTitan, Housecall Pro)
• Proven experience in billing, invoicing, or admin support for a field service or home services business
• Strong organizational skills with the ability to manage multiple deadlines and follow-ups
• Experience maintaining trackers or task lists using tools such as Google Sheets, Excel, or a task manager
• Proactive mindset with the ability to spot what needs to be done and act on it
• Reliable, detail-oriented, and able to work independently
• Strong written communication skills, especially over email

Preferred Skills:

• Direct experience using Jobber for job close-outs and invoicing
• Background supporting HVAC, refrigeration, plumbing, electrical, or other trade businesses
• Experience cleaning up backlogged or disorganized job and billing records
• Familiarity with quote preparation and job scheduling for field technicians
• Comfortable working with a manager who is in the field and has limited availability during the day
• Ability to manage multiple projects simultaneously

Why Join Us:

Join a hands-on, growing service team where your work directly keeps the business running and makes a visible difference from day one. You will have room to take ownership, shape how our office runs, and grow into more responsibilities over time. If you love bringing order to busy operations, we would love to hear from you.