Position Overview: The Customer Account Coordinator is responsible for managing customer accounts, collections, cancellations, payment processing, and recurring billing activities. This position serves as a primary point of contact for customers regarding billing inquiries, account status, and payment arrangements while supporting various accounting functions as needed. Key duties & Responsibilities: Please note the essential functions may vary depending on department size, organizational structure and/or geographic location. Customer Account Administration - Serve as a point of contact for customer account inquiries.
- Process customer account changes, updates, and cancellations.
- Issue customer documentation, including W-9s, Certificates of Installation, Conditional Releases, and Unconditional Releases.
Recurring Billing & Accounting Support - Assist with monthly recurring billing processes and customer rate increases.
- Generate finance charges and late fees according to company policies.
- Provide Accounts Payable and general accounting support as needed.
- Assist with month-end reporting, reconciliations, and special projects.
Accounts Receivable Support - Assist customers with billing questions and payment inquiries.
- Follow up on outstanding invoices and payment issues as needed.
- Research and resolve account discrepancies and billing concerns.
- Process customer payments, including credit card, ACH, and EFT transactions.
- Support collection efforts and account reconciliations when required.
Billing & Job Cost Functions - Schedule installation appointments and coordinate customer communications as needed.
- Provide backup support for billing and job cost functions, including installation billing, service ticket billing, billing adjustments, disconnect bill-outs, guard charges and inter-department billings. Process parts transfers between warehouse and work-in-progress (WIP) and job cost labor hours.
- Assist with billing-related reporting, reconciliations, and special projects as needed.
Permits, Reporting & Compliance - Maintain San Francisco and Oakland permit records.
- Obtain and review commercial credit reports, including D&B and TransUnion reports.
- Annual business license renewals
- Process UL Certificate and Permit applications when needed
Qualifications - Minimum 3 years of billing, customer account administration, accounting support, or related experience.
- Experience with job cost billing, recurring billing, customer account maintenance, or project billing preferred.
- Strong customer service, communication, and organizational skills.
- Proficient in Microsoft Outlook, Word, and Excel.
- Experience with accounting software; DICE and NetSuite experience is a plus.
- Ability to manage multiple priorities, meet deadlines, and work independently.
Work Environment - Professional office environment with low to moderate noise levels.
- Primarily desk-based work involving computer, phone, and customer communication.
Pre-Employment Requirements - Must be able to pass a pre-employment physical/drug screen, including the Bureau of Security background check to obtain an ACE License per Company guidelines.
Physical Demands: In general, the following physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. - Must be able to see, hear, speak, and write clearly in order to communicate with employees, customers, and/or vendors; manual dexterity required for occasional reaching and lifting of small objects, and operating office equipment.
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