Customer Administrator

Job Title: Customer Administrator Commercial Service- LOOKING FOR BILLING COLLECTIONS EXPERIENCE.

For immediate consideration, please email your resume and interview availability to () ASAP today or tomorrow. I am conducting interviews this week and looking to hire immediately.

To sign up for an initial phone screening, please free free to plug time into my calendar: https://talentassistant.astoncarter.com/assistant/bookings/cebf9226-203c-4bc4-90de-3e90d29f66f6

Job Description

The Customer Administrator Commercial Service plays a key role in managing service work-order billing, accounts receivable, collections, and customer inquiries for a busy commercial service department. This full-time, on-site position is based in Western Massachusetts and operates Monday through Friday from 7:00 a.m. to 4:00 p.m. The role focuses on accurately invoicing completed service work, pursuing and resolving past-due commercial balances, addressing billing discrepancies, and maintaining well-organized service and billing records. The Customer Administrator serves as a primary point of contact for commercial customers regarding invoice status, billing questions, and service history, and is ideal for someone with prior billing experience in a commercial HVAC, mechanical, or plumbing contracting environment who can manage collection matters professionally while sustaining strong customer relationships.

Responsibilities

• Prepare accurate invoices for completed service work orders, including time-and-material calls, preventive maintenance agreements, emergency service, and quoted repairs.
• Review technician documentation for accuracy and completeness, ensuring labor hours, overtime, materials, equipment information, and descriptions of work performed are correctly recorded.
• Apply appropriate labor rates, material markups, trip charges, and contract pricing to all service work invoices.
• Follow customer-specific billing requirements, including use of purchase-order numbers, adherence to not-to-exceed limits, inclusion of supporting documentation, and submission through online billing portals.
• Meet established billing standards and deadlines to ensure timely and accurate invoicing.
• Monitor open invoices and contact customers regarding past-due balances through telephone calls and written correspondence.
• Investigate and resolve billing disputes, short payments, documentation issues, and rejected portal submissions in a timely and professional manner.
• Prepare and distribute customer statements to support ongoing collections and accounts receivable processes.
• Maintain accurate, current accounts-receivable aging reports for management review and decision-making.
• Escalate delinquent accounts to management with appropriate supporting documentation and clear summaries of collection efforts.
• Serve as a primary contact for commercial customers regarding billing inquiries, service history, and invoice status, providing clear and courteous support.
• Communicate effectively with property managers, facility managers, building engineers, and other customer contacts to resolve billing and service-related questions.
• Answer and direct incoming service calls professionally, ensuring customers reach the appropriate personnel or resources.
• Assist with scheduling and dispatching service calls as needed to support smooth service operations.
• Maintain organized, accurate, and audit-ready work orders, service records, and billing files to support internal controls and compliance.
• Manage a high volume of service work orders while maintaining accuracy, timeliness, and attention to detail.

Essential Skills

• Minimum of two years of service-billing experience with a commercial HVAC, mechanical, or plumbing contractor.
• Demonstrated experience in commercial collections or accounts receivable, including managing past-due balances and resolving disputes.
• Working knowledge of commercial service operations, including time-and-material billing, contract billing, preventive maintenance agreements, and common equipment and parts terminology.
• Strong customer service skills with the ability to serve as a primary point of contact for commercial customers.
• Excellent verbal and written communication skills for interacting with customers and internal teams.
• Ability to handle collection conversations firmly, courteously, and professionally.
• Exceptional attention to detail and accuracy in invoicing, documentation review, and recordkeeping.
• Strong organizational skills and the ability to manage deadlines in a fast-paced environment.
• Ability to manage a high volume of service work orders without compromising quality.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Competence in data entry and use of billing systems and customer support tools.

Additional Skills & Qualifications

• Experience working within a commercial service environment supporting property managers, facility managers, and building engineers.
• Familiarity with online billing portals and customer-specific billing requirements such as purchase-order numbers and not-to-exceed limits.
• Ability to interpret and apply contract pricing, labor rates, material markups, and trip charges.
• Comfort with handling both telephone and written correspondence for collections and customer inquiries.
• Interest in growing within a fast-growing manufacturing and service-oriented company with room for internal career advancement.

Work Environment

This is a full-time, on-site position based in Western Massachusetts, working 40 hours per week, Monday through Friday from 7:00 a.m. to 4:00 p.m. The role is situated within a commercial service department that supports a fast-growing manufacturing organization, offering plenty of room for internal career growth. The environment is professional and fast-paced, with frequent interaction with property managers, facility managers, building engineers, and other commercial customer contacts. Daily work involves extensive use of Microsoft Excel, Word, Outlook, billing systems, and online customer billing portals, as well as handling incoming service calls and coordinating with service technicians. The setting emphasizes accuracy, organization, and responsiveness, providing a structured yet dynamic atmosphere for individuals who enjoy detailed administrative work and customer-facing responsibilities.

This is a Contract to Hire position based out of Ludlow, MA.

The pay range for this position is $20.00 - $25.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

This is a Contract to Hire position based out of Ludlow, MA.

This position is anticipated to close on Oct 26, 2026.

This is a fully onsite position in Ludlow,MA.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.