Billing Specialist at GenServe in Pleasantville, NY

About Genserve

Genserve is a multi-entity field service company serving commercial, industrial, and institutional customers across the United States through roughly a dozen branch locations and affiliated operating companies. We install, maintain, and service the equipment that keeps critical facilities running — standby generators, uninterruptible power systems, and electrical switchgear. This position sits in our corporate Order-to-Cash organization in Tampa, a function we are actively building out. If you want to inherit a finished process, this is not the place. If you want to help build one, it is.

About the Role

The Billing Specialist produces accurate, complete, and timely customer invoices across multiple entities, billing types, and systems. The role is responsible for getting the invoice right the first time — validated against the contract, purchase order, and supporting documentation — because a defective invoice is the single largest driver of downstream collection delay. Beyond transactional invoicing, the specialist manages customer AP and procurement portal submission, resolves billing disputes, and produces compliance-driven billing such as certified payroll reporting. The role is expected to work analytically and to use AI-assisted tooling to raise first-pass accuracy and speed, while retaining personal accountability for what gets released. The role works across Sage, NetSuite, Salesforce, and QuickBooks in an environment where billing practice varies by branch, and therefore requires a high tolerance for ambiguity.

What You'll Do

Invoicing

• Generate accurate, timely invoices across service, equipment, time-and-material, and project/contract billing types.
• Review contracts, purchase orders, technician notes, and quotes to determine correct billable amounts.
• Validate invoices against supporting documentation and required customer formats before release.
• Process billing within Sage, NetSuite, and QuickBooks; ensure correct entity, mapping, and revenue coding.

Portals & Customer AP

• Submit and manage invoices through customer AP and procurement portals; maintain credentials and format compliance.
• Monitor portal rejections and resubmit corrected invoices; track submission-to-acceptance status.

Disputes & Compliance

• Research and resolve billing disputes, short-pays, and documentation requests with customer AP contacts.
• Prepare certified payroll reporting and other compliance-driven billing deliverables.
• Issue credits and rebills with appropriate approval and audit trail.

Data, Analytics & AI

• Use AI tooling in the daily cycle: apply AI-assisted extraction to pull billable terms from contracts, POs, quotes, and technician notes, and AI-assisted review to catch invoice anomalies before release.
• Own what you release: treat AI-extracted amounts and AI-drafted correspondence as drafts — confirm against source documents. The invoice is the specialist's responsibility, not the tool's.
• Analyze the failures: track first-pass accuracy, portal rejection reasons, and dispute causes; use the data to make the case for upstream fixes.
• Find the automation: identify repetitive billing steps suitable for AI or rules-based automation and propose them.

Process & Data

• Prevent rework: flag upstream data defects (contract, PO, customer master) that cause invoice failure and route them to the owner.
• Document: contribute to billing SOPs and maintain customer-specific billing requirements.
• Support transition: assist ERP migration and integration activity as it affects billing.

What You'll Bring

• High school diploma required; Associate or Bachelor's in Accounting, Finance, or Business preferred.
• 2–4 years of commercial billing or invoicing experience (not medical/claims billing).
• Hands-on ERP billing experience (Sage, NetSuite, or comparable); intermediate Excel (pivot tables, VLOOKUP).
• Strong data and analytical skills — able to analyze billing exceptions, identify the pattern behind repeat failures, and quantify it.
• Working fluency with AI tools and willingness to use them to improve billing accuracy and speed — with the judgment to verify AI output before an invoice is released.
• Experience submitting invoices through customer AP or procurement portals.
• High attention to detail and the discipline to work a high volume of time-sensitive billing accurately.
• High tolerance for ambiguity — comfortable resolving incomplete or inconsistent billing inputs.

Nice to Have

• Exposure to multiple platforms among Sage, NetSuite, Salesforce, and QuickBooks.
• Experience with AI-assisted document extraction, OCR, or automated invoice QA tooling.
• Construction, field service, or equipment/contract billing background.
• Certified payroll, AIA (G702/G703), or prevailing-wage billing experience.

What We Offer

• Medical, dental, and vision coverage
• 401(k) retirement plan
• Company-provided life, short-term disability, and long-term disability coverage
• A corporate function in active build-out — real scope to shape process, systems, and standards rather than inherit them
• Direct exposure to an enterprise ERP transition and a live AI and automation agenda