Service Billing Administrator

J.L. Refrigeration Inc. is recognized as one of the leading Supermarket Refrigeration companies in the GTA (Greater Toronto) and surrounding areas. Our mission is to consistently offer our customers superior quality service each and every time.

J.L. Refrigeration Inc. is seeking an organized and detail-oriented Service Billing Administrator to support our Service Department.

This position is responsible for the accurate and timely administration and billing of service work orders from completion through final processing. The successful candidate will review, calculate, tally and prepare service work orders for billing, ensure all required information and supporting documentation is complete, and process invoices and work orders through various customer portals.

The position will also assist with job cost tracking and reporting, helping ensure labor, materials, subcontractor costs and other job-related expenses are accurately captured and allocated.

This role requires strong attention to detail, accuracy, organization and the ability to manage multiple priorities and deadlines in a fast-paced service environment.

Key Responsibilities

Service Work Orders & Billing

• Review completed service work orders for accuracy and completeness.
• Tally and calculate labor, materials, parts and other applicable service charges.
• Prepare service work orders for billing and invoicing.
• Verify labor hours, rates, purchase orders, parts, pricing and supporting documentation.
• Identify missing or incomplete information and follow up with the appropriate team members.
• Process and submit invoices and supporting documentation through various customer billing portals.
• Ensure customer-specific billing requirements and procedures are followed.
• Track billing deadlines and outstanding work orders to ensure timely processing.
• Monitor rejected, returned or incomplete submissions and coordinate corrections as required.

Job Cost Tracking

• Assist with tracking costs associated with service work orders, projects and larger service jobs.
• Review and track labor hours, material and parts costs, subcontractor expenses and other job-related costs.
• Ensure costs are accurately assigned to the appropriate work order or job.
• Compare job costs against quoted, budgeted or expected costs where applicable.
• Identify missing costs, discrepancies or unusual variances and bring them forward for review.
• Assist management with preparing job cost summaries and reports.
• Help monitor the financial progress of ongoing jobs and ensure costs are being captured in a timely manner.
• Maintain accurate supporting records for job costing and future reference.

Filing, Records & Administration

• Maintain accurate electronic and/or paper filing systems for work orders, invoices, job costs and supporting documentation.
• Assist with record keeping, document organization and retrieval.
• Communicate with Service Coordinators, technicians, the Parts Department and other team members to resolve discrepancies.
• Assist with general office administration and other administrative duties as required.
• Help maintain organized and efficient administrative processes within the Service Department.

Qualifications & Skills

• Strong attention to detail and commitment to accuracy.
• Excellent organizational and time-management skills.
• Strong numerical skills and comfort working with calculations and financial information.
• Ability to manage a high volume of work orders and multiple deadlines.
• Strong computer skills, including Microsoft Office, particularly Excel.
• Ability to learn and work within multiple customer portals and software systems.
• Strong written and verbal communication skills.
• Ability to investigate discrepancies and follow through until they are resolved.
• Dependable, organized and able to work independently as well as part of a team.
• Previous experience in service administration, billing, invoicing, job costing, accounts receivable or a similar administrative position is an asset.
• Experience within the HVAC, refrigeration, construction or service industry is an asset.

Work Location & Schedule

• This is a full-time, in-office position based at our Scarborough location.
• Hours: Monday to Friday, 8:00 a.m. to 4:30 p.m.

Key Attributes for Success

The ideal candidate is meticulous, organized, dependable and deadline-driven. They take ownership of their work and understand that accurate billing, job costing and documentation are essential to the financial performance of the Service Department.

They are comfortable working with numbers, investigating discrepancies, following up on missing information and ensuring that each work order or job is properly documented, costed, billed and filed.

Competitive compensation package including health & dental benefits as per job grade.

If you are interested in applying for the position of Service Coordinator, please submit your resume by email to resumes@jlref.com.