Field Service Admin Assistant

Job Summary:
We’ve created a role for a highly organized HVAC Billing Coordinator to support our owner and keep the back office running smoothly while our technicians are out in the field. You’ll manage job records in Jobber, make sure every completed job is invoiced, and keep track of quotes, upcoming jobs, and follow-ups so nothing gets missed. You’ll do well here if you have field service or home services admin experience, know Jobber well, and take initiative without waiting to be told.

Key Responsibilities:

• Close out completed jobs in Jobber and keep every job record accurate and current
• Find finished work that hasn’t been invoiced yet, then create and send invoices promptly
• Clear the existing backlog of open and unbilled jobs until the system is fully up to date
• Keep a task and deadline tracker covering quotes due, upcoming jobs, and non-urgent follow-ups
• Send the owner timely reminders so no deadline or follow-up slips
• Work with the bookkeeper as needed to keep invoicing records clean and consistent
• Help with job scheduling and quote preparation as the role develops
• Point out issues, gaps, or inconsistencies in job records and suggest fixes that keep billing on track

Mandatory Skills:

• Hands-on experience with Jobber or a similar field service management platform (ServiceTitan, Housecall Pro)
• Proven experience in billing, invoicing, or admin support for a field service or home services business
• Strong organizational skills and the ability to manage many deadlines and follow-ups
• Experience keeping trackers or task lists in tools such as Google Sheets, Excel, or a task manager
• Proactive mindset and the ability to see what needs doing and act on it
• Conscientious, thorough, and independent
• Strong written communication skills, particularly by email

Preferred Skills:

• Direct experience using Jobber for job close-outs and invoicing
• Background supporting HVAC, refrigeration, plumbing, electrical, or other trade businesses
• Experience cleaning up backlogged or disorganized job and billing records
• Familiarity with quote preparation and job scheduling for field technicians
• Comfortable working with a manager who is in the field and has limited daytime availability
• Able to stay on top of several projects at once

Why Join Us:
Join a hands-on, growing service team where your work keeps the business running and makes a visible difference from the start. You’ll have room to take ownership, shape how our office runs, and grow into more responsibility over time. If you love bringing order to busy operations, we’d love to hear from you.