Service Billing Administrator

Job Title: Service Billing Administrator
Department: Service
Reports To: Service Administration Leader
Type: Full-Time
FLSA Status: Non-Exempt
Hours: 40 hours per week
Pay Range: $22-$25/hour

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About VHV Company

VHV is a full-service mechanical construction contractor specializing in high-quality plumbing, piping, and HVAC systems for commercial, industrial, and institutional clients across Vermont and New Hampshire. Headquartered in Winooski, VT, we’ve been building trusted relationships and delivering innovative solutions for over 75 years.

At VHV, you’re not just an employee—you’re an owner. As a 100% employee-owned company, we value teamwork, integrity, safety, continuous improvement, and treating each other with respect. Join a team committed to excellence, collaboration, and growth.

Our Core Values:

• Know & Do What’s Right
• Committed to Improvement
• Team Focus

Our Core Focus:

Hire, Promote, Reward, Repeat

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Position Description

The Service Billing Administrator is responsible for processing service and maintenance work order invoices, reviewing time entries for payroll of Service Department field staff, recording purchase order information in company database, and other administrative tasks to support the Service Department.

Desired Character Traits

Team player, integrity, dependability, detail oriented, solid decision-making skills, driven, approachable, punctual, high standards for quality and excellence, good customer service skills

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Responsibilities

• Confirm timesheet entries and complete payroll review and processing for the Service Department each week.
• Process invoices of completed service and maintenance work orders, ensuring work order information is correct.
• Record information from packing slips and scan slips into company database.
• Track the status of proposed purchase orders and contact Service Technicians for assistance.
• Troubleshoot incomplete or inaccurate work orders to ensure billings are processed in a timely and accurate manner.
• Set up new customers and vendors in company database.
• Continually look for areas of improvement within the department and make suggestions to the Service Administration Leader.
• Perform additional duties assigned by the Service Administration Leader.

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Qualifications

• High school diploma or equivalent required
• One+ years in an administrative, dispatch, or customer service role
• Experience in HVAC/R or construction industry preferred
• Strong organizational and time management skills
• Excellent verbal and written communication
• Accurate data entry required
• Calm under pressure; able to multitask and prioritize effectively
• Customer-first mindset and positive attitude
• Strong attention to detail and follow-through
• Reliable, accountable, and a team player

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Software & Technical Knowledge

• Microsoft Office (Outlook, Excel, Word)
• Spectrum (Trimble Construction One)
• Trimble Service Tech Mobile & Dispatch 
• Ninety.io (EOS platform)

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How We Work: EOS + Continuous Improvement

VHV operates on the Entrepreneurial Operating System (EOS), with a focus on:

• Vision
• Process
• People
• Issues
• Data
• Traction

This framework helps our team stay aligned, accountable, and continuously improving.

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Career Growth

Opportunities for advancement exist for high-performing team members. We live our core value of being Committed to Improvement, offering access to education, training, and cross-functional growth. At VHV, we don’t just fill roles—we grow careers.

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Physical Requirements & Work Environment

• Office-based position with frequent computer use (67–100% of the day)
• Ability to sit, stand, walk, use hands/fingers for extended periods
• Must lift and carry up to 25 lbs occasionally (files, supplies)
• Occasional travel as needed
• Clear, fact-based verbal & written communication

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Disclaimer: This job description outlines the general nature of the role and may not include all tasks or responsibilities. Team members may be asked to perform duties outside of their primary responsibilities as needed.