Data Entry Representative

Overview

Cool Sys solves the most complex challenges in refrigeration, air conditioning, heating, engineering, and energy management. With over 3,700 associates nationwide, we deliver tailored solutions to help businesses cut costs, improve equipment performance, and reduce emissions.

Our services include HVAC and refrigeration equipment sourcing, installation, repair, maintenance, monitoring, and optimization. We also offer engineering design, energy resilience and consumption optimization, asset recycling, and seamless multi‑site rollouts across states.

Cool Sys serves over 45,000 customer locations in industries like retail, food service, commercial, data centers, industrial, and pharmaceuticals.

No wonder Newsweek named Cool Sys one of America's Greatest Workplaces!

Our employee benefits packages include:

• Competitive pay $18-20/HR
• Benefits:
  Medical, Dental, Vision and Prescription coverage.
• Paid vacation, holidays, and floating holiday.
• 401(K) with Company match.
• Company sponsored life insurance, as well as optional AD&D, short and long‑term disability.
• Tuition reimbursement.
• Employee discounts on vehicles, hotels, theme parks, select cell phone bills and so much more.
• Pet Insurance.
• Legal Plan, and  Protection.

This position is responsible for printing, reviewing and submitting final invoices or credit memos to customer per their required method of delivery (mail, email or online portal). Reviews data for deficiencies or errors, correcting any incompatibilities and checking output.

• Enters customer and account data from source documents within time limits.
• Establishes entry priorities based on customer deadlines.
• Prints and submits final invoices to customer per the required method of delivery (mail, email, online entry).
• Prints and submits credit memos to customer per required method of delivery.
• Reviews and verifies invoices against customer portal, recognizing any discrepancies or billing errors prior to submitting to customer.
• Researches and responds to queries on invoices per request by others such as Collections, Service Managers or Billing Managers.
• Communicates with customers as necessary and distributes requests to appropriate personnel/department for resolution.
• Utilizes smartsheet to confirm invoices/batches have been entered.
• Utilizes smartsheet to communicate to billers on invoice discrepancies or inaccuracies.
• Maintains and responds to emails sent to main Billing email inbox.
• Contributes to team effort by accomplishing related results as needed.
• Perform other duties as assigned.

• Typing speed and accuracy.
• Excellent organization and communication skills.
• Ability to multi‑task effectively.
• Attention to detail.
• Excellent knowledge of correct spelling, grammar and punctuation.
• Ability to interact with all levels of management in various departments.
• Ability to organize and prioritize your own work.
• Ability to navigate internet explorer using customer 3rd party portals.
• Ability to add, subtract, multiply, divide and to record, balance, and check results for accuracy.
• Ability to express or exchange ideas by means of the spoken word, communicating orally with others accurately, clearly, and quickly.

• Solid working knowledge of use of the Microsoft suite of applications (Word, Excel, etc.).
• Advanced usage of Internet Explorer.
• Knowledge of use of Dynamics preferred.

• High school diploma or equivalent. Associate degree preferred but not required.
• 1 - 2 years of data entry experience.

Today, there are 27 different companies that make up the Cool Sys family of brands. Our valued employees are at the heart of our…