Special Projects Billing Specialist

Job Details

Experienced

Company Headquarters - Clinton Township, MI

Full Time

High School

$20.00 - $23.00 Hourly

None

Day

Key Responsibilities:

SPECIAL PROJECTS SPECIALIST

Position Summary:

The Special Projects Specialist plays a vital role in supporting the coordination, execution, and documentation of service-based and construction-related special projects. Acting as a bridge between project administration and management, this position ensures that all elements of a project are accurately tracked, documented, and communicated. The role involves extensive interaction with customer portals, internal departments, vendors, and project tracking tools, and requires a high level of detail orientation, accountability, and responsiveness. This position requires strong ownership of assigned duties.

Key Responsibilities::

Accurately enter labor, materials, inventory items, and purchase orders into service tickets/work orders within Ventus using basic math skills.

Proofread and edit service tickets to verify the scope of work and ensure all documentation and updates are accurate and timely.

Update Ventus and customer portals in real time with job progress, ETAs, and follow-up notes to ensure transparency and limit customer inquiries.

Respond to customer portal notes and emails within 30–60 minutes during business hours. Seek guidance from department members or your manager when needed.

Batch invoices in Ventus and perform a final review before submitting to your supervisor for approval.

Issue and apply subcontractor/vendor purchase orders in Ventus to the appropriate work orders to ensure accurate job costing.

Support customer web-based billing by formatting billing documents and confirming accuracy before submission.

Format technician invoices submitted through Doc U and confirm all associated documents and photos are properly downloaded and stored.

Upload relevant project photos daily to proactively communicate progress and completion.

Monitor and update WIP/BIP daily to maintain accurate status of all open and closed jobs.

Adhere to all project completion deadlines and requirements.

Collaborate with team members and assist with others’ accounts when necessary.

Track and document refrigerant usage on internal spreadsheets and in required customer portals.

Schedule inspections and ensure related documentation is up to date.

Manage lien waivers, qualification paperwork, and licensing documentation as requested by customers or required for projects.

Maintain and update project-related documents such as the Special Project Cost Document and project permitting.

Assist with job cost reporting and provide breakdowns of jobs, costs, and profit as needed.

Utilize Power BI and Google Docs to track job performance, milestones, and overall project progress.

Monitor special project billing and communicate updates to the Special Projects Manager.

Coordinate internal and external project resources to support streamlined execution and delivery.

Perform administrative tasks such as preparing reports, correspondence, and organizing files.

Utilize customer portals to their full potential to improve efficiency and communication.

Maintain a proactive and solution-focused approach to tasks and problem-solving.

Perform other duties as assigned by management.

Qualifications

Skills:

General computing skills, organizational skills, and analytical skills.

Proficient in Microsoft Office Suite (Word, Excel, Outlook), Manufacturing Software, Adobe, Google Documents, Work Order Management Software and Accounting Software (Ventus).

Strong communication skills including but not limited to listening, verbal, nonverbal (body language, gestures, eye contact) and written skills.

Time management skills to ensure employees meet all scheduled deadlines. The ability to successfully interact with others and resolve problems.

Exercises high standards of quality customer service.

Organizes workload, sets goals, aligns priorities and work is performed accurately and on time.

Maintains a high level of confidentiality of all company personal information.

High attention to detail with proven proofreading and data accuracy capabilities.

Proficiency in basic math and data entry.

Strong problem-solving skills and the ability to work independently and within a team.

Ability to adapt quickly to changes and work in a fast-paced environment.

SCHEDULE:

Monday - Friday: Must be in the office and ready to work from 8:00 AM to 5:00 PM.

Once the flex schedule is implemented, the employee will be included in the rotation. The schedule will be adjusted based on billing deadlines, particularly considering our California-based customers.

BENEFITS:

Medical, Dental, Optical

Short Term Disability

Long Term Disability

401k match up to 5%

Paid Time Off and Holiday Pay

Weekly pay every Friday