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Sagamore · 9 hours ago

HVAC Service Parts & Billing Administrator

Hingham, MA

Full-time

Onsite

Mid Level

3+ years exp

Sagamore is seeking an HVAC Service Parts & Billing Administrator who will be responsible for managing HVAC service parts and ensuring accurate invoicing for the HVAC Service Department. This role is essential for minimizing technician downtime and maintaining service efficiency through effective parts management and billing processes.

Building MaterialConsultingHeating Ventilation and Air Conditioning (HVAC)Real Estate

Comp. & Benefits

Hiring Manager

Heather McDougall

Responsibilities

Parts Research, Ordering & Tracking

Research HVAC replacement parts using model/serial numbers, OEM documentation, and supplier resources

Order parts from manufacturers and distributors to meet service timelines and cost targets

Track all parts orders from purchase through delivery and installation

Expedite backordered or critical parts as needed

Monitor open PO’s, back orders and delivery exceptions; proactively resolve issues to prevent schedule impact

Communicate part status updates to service technicians, dispatch, and service management

Maintain accurate parts records, including costs, lead times, and warranty status

Coordinate returns, credits, and warranty claims with vendors

Service Billing & Invoicing

Prepare, review, and process service invoices accurately and promptly

Verify labor, materials, and parts charges match service tickets and work orders

Ensure proper markup, pricing, and tax application per company policy

Resolve billing discrepancies with technicians, service managers, or customers

Submit invoices according to customer billing requirements and timelines

Assist with follow-up on missing documentation or approvals required for billing

Administrative & System Support

Enter and maintain service data in the service management/ERP system

Support service managers with reporting on parts usage, costs, and billing status

Assist with process improvements to reduce billing delays and part shortages

Assist with the implementation and optimization of procurement systems and tools

Customer & Vendor Communication

Act as a point of contact for vendors regarding parts availability and pricing

Communicate professionally with customers regarding invoice questions when needed

Maintain strong working relationships with suppliers to ensure reliable service support

Qualification

HVAC service administrationService management softwareBillingInvoicingExcel proficiencyOEM HVAC parts knowledgeCustomer service mindsetCommunication skillsOrganizational skillsProblem-solving