Billing Specialist

Description

Genserve is a multi-entity field service company serving commercial, industrial, and institutional customers across the United States through roughly a dozen branch locations and affiliated operating companies. We install, maintain, and service the equipment that keeps critical facilities running — standby generators, uninterruptible power systems, and electrical switch gear. This position sits in our corporate Order-to-Cash organization in Tampa, a function we are actively building out.

If you want to inherit a finished process, this is not the place. If you want to help build one, it is.

The Billing Specialist produces accurate, complete, and timely customer invoices across multiple entities, billing types, and systems. The role is responsible for getting the invoice right the first time — validated against the contract, purchase order, and supporting documentation — because a defective invoice is the single largest driver of downstream collection delay. Beyond transactional invoicing, the specialist manages customer AP and procurement portal submission, resolves billing disputes, and produces compliance-driven billing such as certified payroll reporting.

The role is expected to work analytically and to use AI-assisted tooling to raise first-pass accuracy and speed, while retaining personal accountability for what gets released. The role works across Sage, Net Suite, Salesforce, and Quick Books in an environment where billing practice varies by branch, and therefore requires a high tolerance for ambiguity.

• Generate accurate, timely invoices across service, equipment, time-and-material, and project/contract billing types.
• Review contracts, purchase orders, technician notes, and quotes to determine correct billable amounts.
• Validate invoices against supporting documentation and required customer formats before release.
• Process billing within Sage, Net Suite, and Quick Books; ensure correct entity, mapping, and revenue coding.

• Submit and manage invoices through customer AP and procurement portals; maintain credentials and format compliance.
• Monitor portal rejections and resubmit corrected invoices; track submission-to-acceptance status.

• Research and resolve billing disputes, short-pays, and documentation requests with customer AP contacts.
• Prepare certified payroll reporting and other compliance-driven billing deliverables.
• Issue credits and rebills with appropriate approval and audit trail.

• Use AI tooling in the daily cycle: apply AI-assisted extraction to pull billable terms from contracts, POs, quotes, and technician notes, and AI-assisted review to catch invoice anomalies before release.
• Own what you release: treat AI-extracted amounts and AI-drafted correspondence as drafts — confirm against source documents. The invoice is the specialist's responsibility, not the tool's.
• Analyze the failures: track first-pass accuracy, portal rejection reasons, and dispute causes; use the data to make the case for upstream fixes.
• Find the automation: identify repetitive billing steps suitable for AI or rules-based automation and propose them.

• Prevent rework: flag upstream data defects (contract, PO, customer master) that cause invoice failure and route them to the owner.
• Document: contribute to billing SOPs and maintain customer-specific billing requirements.
• Support transition: assist ERP migration and integration activity as it affects billing.

• High school diploma required;
  Associate or Bachelor's in Accounting, Finance, or Business preferred.
• 2–4 years of commercial billing or invoicing experience (not medical/claims billing).
• Hands-on ERP…