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Sr. Billing Representative

Location: Philadelphia, PA, United States
Date Posted:
ReqID: 23-VN8732


With over 150 years of experience, and headquartered in Southern CA, CoolSys is the market-leading indoor environment solutions company. Our full spectrum of best-in-class services includes HVAC & refrigeration installations, remodels, service & maintenance; and energy solutions, including controls and lighting. CoolSys serves customers in the retail, commercial, food service, educational, healthcare, and industrial markets.    


We understand that hiring great people is the foundation of everything we do. Our employee benefits packages include:   

  • Competitive pay up to $70K - depending on experience
  • Medical, Dental, Vision and Prescription coverage 
  • Paid vacation and holidays 
  • 401(K) match 
  • Life insurance, AD&D and long-term disability 
  • Tuition reimbursement 
  • Opportunities available nationwide 
  • Employee discounts on vehicles, hotels, theme parks, select cell phone bills and so much more 
  • Pet Insurance 
  • Legal Plan, and ID Theft Protection 


This position is responsible for executing standard billing procedures such as generating accurate invoices, presenting invoices to customers in a timely manner, and assisting with training and mentorship of other Billing Representatives.


  • Generates service invoices for submission to customers based off contract requirements and customer specifications. Ensures accuracy and completeness of service work orders in ERP System to produce invoices in accordance with customer contracts and requirements.
  • Researches service order discrepancies and communicates with managers. Documents any special circumstances in the customer notes to ensure comprehensive records and complete billing process. Manually enters cost/billing adjustments when data is missing, incorrect, or changes are requested by approving Service Manager.
  • Submits quote, NTE increases, and status updates into 3rd party online systems.
  • Provides documentation for work in progress reconciliation and report monthly.
  • Reviews preliminary invoice batches for accuracy, verify against edit lists, and post daily in ERP System.
  • Provides customer service to customers, Service Managers, and other departments regarding invoices. Addresses invoice disputes from customers and pulls historical invoice data for managers or customers as necessary.
  • Processes standard credit and credit/rebills, ghost credits, and service-to-install credits. Complete installation-to-service cost transfers and provides applicable documentation to customer.
  • Generates and distributes daily Approved Posted Invoice report to team.
  • Provides support coverage and backup on accounts when primary billers are unavailable.
  • Performs other duties as assigned.


  • Education and experience equivalent to a high school diploma and 5+ years of experience handling invoicing/billing in a large volume or complex service environment.
  • Associate or Bachelor’s Degree in Accounting/Finance preferred. 
  • Ability to comprehend and communicate billing, payroll, and payable procedures in order to provide accurate instructions to others in accordance with the established practices.
  • Excellent organization skills and ability to multi-task effectively.
  • Ability to solve problems and apply good judgement.
  • Ability to use typical business tools at a solid level of proficiency, including E-Mail, Word, Excel, etc.
  • Experience with Sage 300 Real Estate and Construction ERP software highly preferred.
  • Strong customer service skills, including ability to address customer issues and concerns.
  • Ability to express or exchange ideas accurately, clearly, and quickly through both verbally and writing formats.
  • Ability to understand and follow all company policies and procedures and all applicable State and Federal laws.
  • Ability to add, subtract, multiply, divide and to record, balance, and check results for accuracy.
Pre-employment background screening (criminal, drug screen and DMV) is required for all positions. CoolSys is an EOE/M/F/Vet/Disability employer. 
Today, there are 22 different companies that make up the CoolSys family of brands. When you join CoolSys, you join a nationwide network of the country's best and most highly trained techniciansOur valued employees are at the heart of our continued growth and success. We invite you to be part of that growth!  
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Coolsys is an EEO/AA/M/F/Vet/DisabilityEmployer.  All qualified individuals - Including all ages, colors, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics are encouraged to apply. 
Pre-employment background screening (criminal and MVR) and drug testing (including for marijuana) are required for all positions. Coolsys will consider qualified applicants with criminal histories in a manner consistent with federal law, state law, or local ordinance. 

Senior Billing Representative, Commercial Billing, Service Industry, Billing Specialist, Invoicing, Revenue Management, Accounts Receivable, Accounts Payable, Billing Coordinator, Payment Processing, Financial Services, Billing Analyst #jm2024  

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