Service Billing & Parts Coordinator

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Full Time Little Rock, AR

8 days ago Requisition

Service Billing & Parts Coordinator

Location:

Little Rock, AR

Who We Are:AIM, a Tavoron company, has built a strong reputation for distributing high-quality air, gas, and liquid handling and treatment equipment. We specialize in delivering innovative engineering solutions across a wide range of industries, backed by decades of experience and a commitment to excellence. With modern facilities located in four strategic locations, AIM offers a full line of top-tier products and unmatched customer support.

Our mission is to provide exceptional sales and service for equipment used in the treatment and movement of air, liquids, and gases: meeting and exceeding customer expectations every step of the way.

Position Summary

The Service Billing & Parts Coordinator is responsible for ensuring the accurate and timely conversion of completed service work into customer invoices while coordinating parts procurement, purchase orders, inventory tracking, and administrative support for the service department. This role serves as a critical quality checkpoint between field operations, accounting, vendors, and customers to ensure billing accuracy, parts availability, and complete job documentation.

The position requires exceptional attention to detail, strong organizational skills, and the ability to manage multiple priorities in a fast‑paced service environment.

Key Responsibilities

Billing & Invoicing

• Convert Quality Control (QC)-approved work orders into customer invoices with complete accuracy.
• Verify every work order has been cleared by the Documentation & QC Specialist prior to invoicing. No exceptions.
• Review each invoice to ensure:
  • Labor hours match the approved work order.
  • Parts are fully itemized and billed at the correct pricing.
  • Work descriptions are professional, accurate, and customer‑friendly.
• Identify and resolve billing discrepancies before invoices are issued.
• Maintain invoice accuracy while meeting established billing deadlines.
• Maintain a weekly billing log documenting:
  • Invoice number
  • Date issued
  • Invoice amount
  • Payment status
• Track outstanding Accounts Receivable and communicate aging invoices to the Service Director and Accounting according to established schedules.
• Order parts for service jobs as directed by the Service Coordinator and Documentation & QC Specialist.
• Verify correct part numbers before placing orders.
• Issue purchase orders through approved company procedures.
• Ensure no parts are ordered without an approved Purchase Order or authorized approval.
• Confirm receipt of all Purchase Orders.
• Notify internal requestors the same business day that parts are received.
• Coordinate complex or escalated parts sourcing with Service Inside Support.
• Technical escalations
• Follow up with vendors every 24 hours on all open orders until delivery is confirmed.
• Drive vendors to provide responses within 24 hours on outstanding requests.

Parts Coordination & Inventory Support

• Assist in organizing and verifying parts for all scheduled service jobs.
• Coordinate daily with the Service Coordinator to ensure parts are staged prior to technician dispatch.
• Monitor parts usage trends and identify unusually high consumption.
• Notify the Parts Department when inventory adjustments may be required.
• Alert Technical Support when abnormal parts usage may indicate recurring equipment failures.
• Enter received and assigned parts into the service software accurately and promptly.

Service System Administration

• Enter new equipment into the service management system, including:
  • Customer information
  • Manufacturer
  • Model
  • Serial number
  • Installation date
  • Configuration details
• Maintain the Open Orders Report with updated delivery dates within 24 hours of any changes.
• Keep estimated costs and selling prices current on all open service orders.
• File incoming customer photographs into the appropriate electronic job folders immediately upon receipt.
• Generate the Open Estimate Report weekly.
• Identify estimates outstanding longer than five business…