Administrative Support

Hays Electrical Services
Job Title: Administrative Support
Location: Houston, TX 
Department: Special Projects & Service

Employment Type: Full-Time

Position Summary
Hays Electrical Services is seeking an organized and detail-oriented Billing, AR & Scheduling Coordinator to manage service-related billing operations, customer account receivables, aging report reconciliation, and schedule management. In this role, you will bridge the gap between office finance operations and field service schedules, ensuring timely invoicing, quick payment collection, and smooth service dispatching across our electrical construction and service project portfolio.
Key Responsibilities
Billing & Accounts Receivable (AR)

• Service Billing: Process, review, and issue accurate and timely service-related invoices, progress billings, and work orders for electrical construction and maintenance services.
• Aging Reports Management: Monitor and analyze AR aging reports weekly; actively resolve outstanding balances through professional communication with clients, general contractors, and project managers.
• Payment Collections & Reconciliation: Track incoming payments, process credit card payments, deposit checks, and reconcile customer balances against customer accounts.
• Dispute Resolution: Investigate billing discrepancies or customer inquiries, collaborating with field technicians and project managers to resolve pricing, scope, or time-and-materials (T&M) issues promptly.
• Lien Waivers & Compliance: Prepare and send preliminary notices, lien waivers, and required compliance documents in accordance with construction billing standards.

Scheduling & Operations Support

• Service Dispatch & Scheduling: Coordinate and maintain the daily/weekly schedules for field electricians and service technicians to optimize travel time and work efficiency.
• Work Order Tracking: Monitor service job progress from initial dispatch to completion, ensuring field logs, hours, and materials used are accurately captured for billing.
• Client Communication: Serve as a primary point of contact for clients requesting service, providing updates on technician arrival times, scope of work, and account statuses.
• Interdepartmental Collaboration: Work closely with Project Managers, Estimators, and Field Leadership to align billing milestones with actual project progress.

Qualifications & Skills

• Experience: 2–4+ years of experience in Accounts Receivable, construction/service billing, or dispatching (experience with an electrical contractor or specialty trade contractor is highly preferred).
• Software Proficiency:
  • Experience with construction accounting & field management software
  • Proficiency in Microsoft Excel (VLOOKUPs, pivot tables, aging schedules).
• Industry Knowledge: Understanding of time & materials (T&M) billing, unit pricing, AIA progress billings, and construction lien processes.
• Communication: Excellent verbal and written communication skills with strong customer service acumen.
• Organization: High attention to detail, strong time-management skills, and the ability to multitask in a fast-paced environment.

Benefits & Compensation

• Competitive salary based on experience
• Health, Dental, and Vision Insurance
• 401(k) retirement plan with company match
• Paid Time Off (PTO) and paid holidays
• Opportunities for professional growth and career advancement

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