HVAC Purchasing & Billing Coordinator

The  HVAC Purchasing / Billing Coordinator  is

a multifaceted role responsible for overseeing the procurement of materials,

scheduling of HVAC services, and management of billing operations. This

position ensures the smooth and efficient functioning of the HVAC company by

coordinating these key areas, maintaining accurate records, and providing

excellent customer service.

Key Responsibilities :

Purchasing :

• Create

and process purchase orders ensuring timely procurement of high-quality

products.

• Monitor

inventory levels, conduct regular audits, and reconcile discrepancies.

• Maintain

accurate records of purchases and process warranty claims.

Scheduling :
• Coordinate

and schedule HVAC services and installations for customers.

• Work

closely with the dispatcher and Service Manager to align schedules with

project requirements.

• Communicate

scheduling details and changes to customers and internal teams promptly.

• Maintain

and update the service schedule in the company’s management software.

Billing :
• Generate

and distribute accurate invoices for HVAC services and installations.

• Review

work orders and service reports to ensure accurate billing.

• Process

incoming payments and record them in the accounting system.

• Maintain

and update customer billing records and account information.

• Monitor

accounts receivable, and follow up on overdue accounts to ensure timely

payments.

• Respond

to customer inquiries regarding billing issues and resolve discrepancies.

Administrative Support :

• Assist

with month-end and year-end closing processes.

• Support

the accounting and operations teams with various administrative tasks as

needed.

Customer Service :
• Provide

excellent customer service by addressing customer inquiries and concerns

related to purchasing, scheduling, and billing.

• Ensure

a positive customer experience by maintaining clear and professional

communication.

Schedule :

Job Type : Full-time - Monday - Friday

Pay : From $19.00 - $23.00 per hour

Expected hours : No less than 40 per week

Work Location : In Person

Requirements

Qualifications :

• Education :  High

school diploma or equivalent required; associate degree in business

administration, accounting, or related field preferred.

• Experience :  Previous
• experience in purchasing, scheduling, billing, or a related field;

experience in the HVAC industry is a plus.

• Skills :
• Proficiency

in accounting and Microsoft Office Suite (Excel, Word).

• Strong

organizational and multitasking abilities.

• Excellent

communication and customer service skills.

• Attention

to detail and accuracy in record-keeping.

• Strong

problem-solving abilities and the ability to work independently.

• Bilingual

is a plus

Key Competencies :

• Multitasking :  Ability

to manage multiple responsibilities effectively.

• Communication :  Clear

and professional communication with suppliers, customers, and internal

teams.

• Organization :  Efficiently

managing schedules, inventory, and billing processes.

• Customer

Focus :  Prioritizing customer satisfaction and resolving issues

promptly.

• Problem

Solving :  Identifying and addressing issues related to purchasing,

scheduling, and billing.

This job description outlines the general duties and

qualifications required for the HVAC Purchasing / Billing Coordinator role and

may be subject to modifications based on the company’s specific needs.

Ability to commute to Round Rock, TX 78664

Benefits

• 401(k)
• 401(k)

matching

• Company

Paid – Health Insurance

• Company

Paid – Basic Life Insurance

• Dental

insurance

• Vision

Insurance

• Short-Term

& Long-Term Disability

• Life Insurance
• Employee

assistance program

• Paid

time off