Billing Virtual Assistant

Job Summary: We'd like to hire a highly organized HVAC Billing Coordinator to support our owner and keep the back office on track while our technicians work in the field. You'll oversee job records in Jobber, confirm that every completed job is invoiced, and stay on top of quotes, upcoming jobs, and follow-ups so nothing is overlooked. The best candidate has field service or home services admin experience, knows Jobber inside out, and acts on their own initiative. Key Responsibilities: Close out finished jobs in Jobber and keep all job records accurate and up to date

• Catch completed work that hasn't been billed, then create and send invoices without delay
• Work through the current backlog of open and unbilled jobs until the system is fully up to date
• Run a task and deadline tracker covering quotes due, upcoming jobs, and non-urgent follow-ups
• Remind the owner in good time so deadlines and follow-ups are never missed
• Liaise with the bookkeeper as needed so invoicing records stay clean and consistent
• Assist with job scheduling and quote preparation as the role grows
• Raise issues, gaps, or inconsistencies in job records and recommend fixes that keep billing on track
• Mandatory Skills: Hands-on experience with Jobber or a comparable field service management platform (Service
• Titan, Housecall Pro)
• Solid experience in billing, invoicing, or admin support for a field service or home services business
• Strong organizational skills and the ability to handle multiple deadlines and follow-ups
• Background maintaining trackers or task lists in tools such as Google Sheets, Excel, or a task manager
• Proactive mindset and a knack for seeing what needs doing and doing it
• Self-reliant, accurate, and consistent in your work
• Strong written communication skills, particularly by email
• Preferred Skills: Direct experience with Jobber for job close-outs and invoicing
• Background supporting HVAC, refrigeration, plumbing, electrical, or other trade businesses
• Experience sorting out backlogged or disorganized job and billing records
• Knowledge of quote preparation and job scheduling for field technicians
• At ease working with a manager who is out in the field and has limited daytime availability
• Ability to run several projects in parallel

Why Join Us: Be part of a hands-on, growing service team where your work keeps the business moving and shows its value from the first day. You'll have space to take ownership, shape how our office operates, and step into more responsibility over time. If you enjoy bringing order to busy operations, we'd be glad to hear from you.