Billing Specialist — HVAC Service Department

About Us

We are an established HVAC construction company based in Somerville, MA. Our service department handles a high volume of commercial HVAC work, and accurate billing is the engine that keeps it all moving. We’re looking for someone to own that engine.

The Role

We’re hiring a full-time Billing Specialist to manage all service department invoicing. This is a hands-on, high-output position where you’ll process invoices daily using our field service management software (BuildOps), work closely with service coordinators , account managers, and field teams, and make sure every dollar we’ve earned gets billed accurately and on time.

Billing is the core of this role, but you won't be working in a silo. You'll collaborate regularly with service coordinators, technicians, and operations staff to make sure every invoice is accurate and complete. We value people who are comfortable asking questions, building relationships across the team, and taking a proactive approach to getting things right.

What You’ll Do

• Process service department invoices daily in BuildOps with a focus on accuracy and volume
• Reference customer account sheets and internal process documentation to ensure correct billing
• Collaborate with service coordinators, project managers, and field technicians to resolve billing questions and discrepancies
• Own follow-up — track down missing documentation, incomplete work orders, and pricing gaps before they become billing errors
• Serve as the first point of contact for customer billing questions — research the issue, coordinate with the right internal team to get answers, and follow through until the customer's concern is resolved
• Maintain/update accurate customer records and billing data in BuildOps
• Help improve and document billing processes as we continue to refine our workflows
• Support month-end and reporting needs as required

What We’re Looking For

• 3+ years of billing, invoicing, or accounts receivable experience (construction, HVAC, or trades industry strongly preferred)
• Track record of handling high-volume billing accurately and consistently
• Experience with field service or construction management software (BuildOps experience is a plus but not required)
• Strong attention to detail — you catch your own mistakes before they go out the door
• Comfortable asking questions, walking the office, picking up the phone, and engaging with internal teams to get what you need
• Proficiency with Microsoft Office, especially Excel
• Dependable, self-directed, and consistent — you don’t need daily hand-holding to stay productive

Why This Role Matters

We're looking for someone who takes real ownership of the invoicing process and understands the impact their work has on the company's success. If you take pride in clean books, timely invoices, and knowing that what you do every day directly moves the business forward, we'd love to hear from you.

Pay: $60,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• AD&D insurance
• Dental insurance
• Disability insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Vision insurance

Application Question(s):

• Describe your billing or invoicing experience. How many invoices were you processing per day or per week in your most recent billing role, and what software did you use?
• Give an example of a time you found a billing error or discrepancy. What was the issue, how did you catch it, and what did you do to resolve it?
• Our billing processes are still being refined, and documentation may not always be complete. How do you handle situations where the process isn’t fully defined and you need to figure things out as you go?
• Why is accurate and timely billing important to a service business? What happens when billing falls behind?
• This is a full-time, on-site position at our Somerville, MA office. The schedule is Mon-Fri, 8 hours per day with a 7am start time. Can you confirm the location and schedule work for you, and provide your earliest available start date?

Work Location: In person