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Accounting & Billing Administrator

Below is a job description for our Accounting & Billing Administrator. 

JOB TITLE:     Accounting & Billing Administrator

FLSA STATUS: Non-exempt


The Account Executive position sells HVAC equipment and provides solutions to local companies and private individuals. This individual must have substantial knowledge of items sold and the current The Accounting & Billing Administrator is responsible for a variety of accounting and billing tasks for Insight Partners. This position provides support by performing general accounting functions such as: data entry, billing, credit memos, customer/vendor maintenance, credit card processing, customer service, posting data, etc.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Verifies accuracy of billing data and revises any errors.

  • Prepares and emails branch (Parts, Service, Controls, RECON, etc.) bills and/or invoices for internal and external customers.

  • Creates job invoices, drop ships, and backup order entry to ensure timely completion of projects.

  • Accounting functions for the stock/distribution of parts and billing.

  • Investigates and resolves discrepancies in accounting records.

  • Answers mail and/or telephone inquiries regarding branch accounting issues.

  • Updates customers and vendors in the FACTS system to ensure appropriate records.

  • Provides administrative support to the different managers of Insight Partners.

  • Performs all other duties as assigned.



  • Time Management- Uses time effectively and efficiently. Values time. Concentrates efforts on the more important priorities. Gets more done in less time than others. Can attend to a broader range of activities.

  • Customer Service- Satisfies the expectations and requirements of customers. Displays courtesy and sensitivity and responds promptly to service requests. Identifies customer needs and explains services clearly. Handles difficult situations.

  • Problem Solving- Solves difficult problems with effective solutions.

  • Communication- Informs orally and in writing, with clarify and good effect. Understands clearly and quickly when instructions or orders are received. Makes judgement about what information is important and what is not, and what should be communicated, how, to whom and when.


  • High school diploma or general education degree (GED) required.

  • 2-3 years’ general accounting or bookkeeping experience required.

  • 1-2 years’ customer service experience required.

  • FACTS experience is a plus.

  • Ability to read, analyze, and interpret sales orders and other documents in English. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.

  • Ability to interact clearly and effectively, in both written and oral communication, with supervisor, customers, Team members, vendors, etc.

  • To perform this job successfully, an individual should be proficient in personal computer skills including electronic mail, record keeping, routine database activity, word processing, spreadsheet, etc. This role requires an intermediate level of knowledge of Microsoft Office.

  • Work schedule is typically 8:00am-5:00pm, Monday- Friday, totaling 40 hours per week. However, business needs may at times require additional hours. Advance notice will be given by management.



While performing the duties of this job, the individual must be able to remain in a stationary position for 90 percent of the time while operating their computer and performing office work. The individual needs to occasionally move about inside the office. They constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, fax machine, and computer printer. They must be able to exchange accurate information with customers and others in the office while interacting. The employee must regularly lift and /or move up to 15 pounds, occasionally lift and/or move up to 25 pounds. The individual must be capable of reviewing their work for errors and making adjustments as necessary. The noise level in the work environment is usually low to moderate. The individual frequently works in a controlled climate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

NOTE: This job description is not intended to be all-inclusive. Employees may perform other related duties as negotiated to meet the ongoing needs of the organization.

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