Special Projects Billing Specialist

SPECIAL PROJECTS SPECIALIST

Position Summary:

The Special Projects Specialist plays a vital role in supporting the coordination, execution, and documentation of service-based and construction-related special projects. Acting as a bridge between project administration and management, this position ensures that all elements of a project are accurately tracked, documented, and communicated. The role involves extensive interaction with customer portals, internal departments, vendors, and project tracking tools, and requires a high level of detail orientation, accountability, and responsiveness. This position requires strong ownership of assigned duties.

Key Responsibilities::  

• Accurately enter labor, materials, inventory items, and purchase orders into service tickets/work orders within Ventus using basic math skills.
• Proofread and edit service tickets to verify the scope of work and ensure all documentation and updates are accurate and timely.
• Update Ventus and customer portals in real time with job progress, ETAs, and follow-up notes to ensure transparency and limit customer inquiries.
• Respond to customer portal notes and emails within 30–60 minutes during business hours. Seek guidance from department members or your manager when needed.
• Batch invoices in Ventus and perform a final review before submitting to your supervisor for approval.
• Issue and apply subcontractor/vendor purchase orders in Ventus to the appropriate work orders to ensure accurate job costing.
• Support customer web-based billing by formatting billing documents and confirming accuracy before submission.
• Format technician invoices submitted through Doc U and confirm all associated documents and photos are properly downloaded and stored.
• Upload relevant project photos daily to proactively communicate progress and completion.
• Monitor and update WIP/BIP daily to maintain accurate status of all open and closed jobs.
• Adhere to all project completion deadlines and requirements.
• Collaborate with team members and assist with others’ accounts when necessary.
• Track and document refrigerant usage on internal spreadsheets and in required customer portals.
• Schedule inspections and ensure related documentation is up to date.
• Manage lien waivers, qualification paperwork, and licensing documentation as requested by customers or required for projects.
• Maintain and update project-related documents such as the Special Project Cost Document and project permitting.
• Assist with job cost reporting and provide breakdowns of jobs, costs, and profit as needed.
• Utilize Power BI and Google Docs to track job performance, milestones, and overall project progress.
• Monitor special project billing and communicate updates to the Special Projects Manager.
• Coordinate internal and external project resources to support streamlined execution and delivery.
• Perform administrative tasks such as preparing reports, correspondence, and organizing files.
• Utilize customer portals to their full potential to improve efficiency and communication.
• Maintain a proactive and solution-focused approach to tasks and problem-solving.
• Perform other duties as assigned by management.

Skills:  

• General computing skills, organizational skills, and analytical skills.  
• Proficient in Microsoft Office Suite (Word, Excel, Outlook), Manufacturing Software, Adobe, Google Documents, Work Order Management Software and Accounting Software (Ventus).   
• Strong communication skills including but not limited to listening, verbal, nonverbal (body language, gestures, eye contact) and written skills.  
• Time management skills to ensure employees meet all scheduled deadlines. The ability to successfully interact with others and resolve problems.  
• Exercises high standards of quality customer service.  
• Organizes workload, sets goals, aligns priorities and work is performed accurately and on time.  
• Maintains a high level of confidentiality of all co