HVAC Service Parts & Billing Administrator

Company: Sagamore
Location: Hingham
Posted on: February 20, 2026

Job Description:

Job Description Job Description Salary: $80,000/year The HVAC Service Parts & Billing Administrator is responsible for researching, ordering, expediting, and tracking HVAC service parts while ensuring accurate and timely invoicing for the HVAC Service Department. This role is critical to minimizing technician downtime, maintaining service efficiency, and ensuring prompt and correct billing to customers. The ideal candidate is highly organized, detail-oriented, and comfortable working with vendors, technicians, and customers in a fast-paced service environment. Key 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 POs, 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 Required Qualifications High school diploma or equivalent 3 years of experience in HVAC service administration, parts coordination, or billing (commercial HVAC preferred) Strong understanding of HVAC equipment, components, and terminology Experience with service management or accounting software Proficient in Excel, Word and other Microsoft tools Excellent organizational and time-management skills High attention to detail and accuracy Strong written and verbal communication skills Preferred Qualifications Experience with commercial HVAC service operations Familiarity with OEM HVAC parts and supply houses Experience with Sage / Field service Ops or similar ERP systems Basic understanding of service contracts and warranty billing Skills & Competencies Parts research and problem-solving Multitasking in a fast-paced service environment Cost awareness and inventory control Customer service mindset Strong follow-through and accountability Work Environment and Physical Demands Office-based with frequent interaction with service technicians and vendors Standard business hours with occasional overtime during peak service seasons Occasional lifting and/or moving up to 50 lbs Sagamore is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Keywords: Sagamore, Nantucket , HVAC Service Parts & Billing Administrator, Administration, Clerical , Hingham, Massachusetts