Landscape Billing Coordinator

Company Overview

Thompson + Hanson is home to designers and architects, curators, and gardenerscreatives at heart grateful for the privilege of shaping and inspiring beautiful spaces across Houston and Austin since 1981. We delight in the work that we do, and we attribute our continued growth to the vibrant, motivated, and caring individuals that make up our Thompson + Hanson family.

Our landscape design, install & maintenance teams specialize in the conception, construction, and continuous care for each project we undertake. Our clients trust us to create and maintain unique and beautiful landscapes that stay fresh with each season.

Being a part of the Thompson + Hanson team means more than just having a job. We believe in nurturing employees, providing room to grow, and offering opportunities for leadership.

Job Overview:

The Landscape Maintenance Billing Coordinator is responsible for handling accounts payable for the Maintenance Department. As the Billing Coordinator, it is vital to ensure accurate and timely billing for our landscape maintenance services. Your primary responsibility will be to manage the billing process, track invoices, and communicate with clients to resolve any billing-related inquiries. The ideal candidate should possess strong communication skills, have a keen eye for detail, and be proficient in using billing software and tools.

Job Responsibilities including but not limited to:

• Review all timesheets for maintenance crews/contractors daily to ensure completion of service jobs.
• Coordinate with maintenance supervisors on scheduling of maintenance crews/contractors for service jobs on all routing for daily, weekly, monthly, and seasonal job orders
• Work with vendors on work details, purchase orders and enter the orders in company system.
• Enter all maintenance billing monthly and upload into company system (NetSuite).
• Order supplies and procurement of materials for maintenance service jobs.
• Process and generate invoices for landscape maintenance services rendered to clients.
• Accurately enter billing data, ensuring all information is up-to-date and error-free.
• Review service agreements and contracts to ensure billing alignment with agreed-upon terms.
• Collaborate with the landscape maintenance team to gather service records and verify billable items, along with costs/mark-ups.
• Respond promptly and professionally to client inquiries related to invoices and billing matters.
• Consistently communicate with maintenance supervisors daily by phone, email and text.
• Monitor and follow up on outstanding invoices to ensure timely payment from clients and send out billing statements.
• Identify and address billing discrepancies and resolve any billing-related issues.
• Maintain records of billing activities, payments received, and outstanding balances.
• Prepare regular reports on billing and collection performance for management review.
• Work closely with the accounting department to reconcile billing records and financial data.
• Keep track of changes in billing regulations and industry best practices as needed.
• Collaborate with other Shared Services departments on special projects and tasks.

Qualifications:

• Associate degree or equivalent; additional education or relevant certifications in accounting or finance is a plus.
• Proven experience in billing coordination or a related administrative role.
• Proficient in using billing software and Microsoft Office Suite (Word, Excel, and Outlook).
• Strong numerical and analytical skills to accurately handle billing calculations.
• Excellent communication and interpersonal skills to interact with clients and team members effectively.
• Highly organized with the ability to multitask and prioritize work to meet deadlines.
• Attention to detail and a commitment to maintaining accuracy in billing records.
• Familiarity with landscaping industry practices and terminology is advantageous.

Working Conditions:

The incumbent will be working primarily in a professional open office environment, with some exposure to a restaurant setting. This role routinely uses standard office equipment such as computers, phones, copiers, scanners, and filing cabinets. The incumbent will need to have transportation to pick up paperwork and attend meetings.

Physical Requirements:

While performing the duties of this job the incumbent is regularly required to talk, hear, read, and write. The incumbent is frequently required to stand, walk; use hands and arms to reach, type, file and write. Specific vision abilities required include close vision and distant vision, and ability to adjust focus. The incumbent is occasionally required to sit, stand, climb, balance, stoop, and crouch. The incumbent must frequently lift and move up to ten (10) pounds and occasionally lift and move objects up to twenty-five (25) pounds.