Billing Associate - Commercial Trades

• Do you have +/- 1 year of billing experience?
• Are you familiar with basic collections practices?
• Would you be 100% happy making an hourly rate of between $22.00 and $28.00 per hour?
• If so, please keep reading….

ABOUT THE OPPORTUNITY

Professional Tree Care Co. is seeking a team member who is great with numbers; someone who is highly organized, moves quickly through their work, loves to learn and has high attention to detail.

Reporting to our AP/AR Coordinator, our next Billing Associate will eventually be responsible for creating invoices for all clients, handling all collection accounts, and reading commercial contracts (in order) to schedule project milestones/invoice dates.

The right person for this position will blend compassion with assertiveness and ethical integrity. They will have a great memory for personal and account names and be able to remember each client’s relationship to our staff, project and company.

ABOUT THE COMPANY

Since 1980, The Professional Tree Care Company has been trusted for tree services throughout Northern California. Based in Berkeley, CA, we service commercial, residential, and public works projects from Mendocino to Monterey, and from San Francisco to Sacramento.

What makes us unique? We recycle 100% of material removed from job sites at our own Green Waste Recycle Yard, custom mill logs and create organic mulch - and (soon) electricity - from the wood chips. We also have the staff, equipment, resources, and experience to perform tree services at any scale.

Are you seeking stability? We celebrated our 45 th anniversary this year. Many of our managers have been with us 10+ years; some over 20. We like to hire folks who seek a work home; people eager to work hard, learn, and make friends along the way.

WHY YOU’RE SUCH A GREAT FIT FOR THIS ROLE

• +/- 1 year of experience doing billing/invoicing
• Skilled using software such as Sage, QuickBooks, and MS Suite, especially Excel
• Great written communication skills since much of your work is via email. (Yes, a cover letter is recommended.)
• Great verbal communications skills: you adjust your tone, approach, and tactics as situations require
• You’re persistent and resilient. Your follow-through even after setbacks
• You’re highly ethical. You adhere to regulations and have a strong moral compass
• You’re able to prioritize tasks, meet deadlines, and will let your peers know when you need assistance or have ample time to lend a hand
• You’re authorized to work in the U.S. without sponsorship
• You have a clean criminal history
• Bonus points for:
  • Experience with collections
  • Experience reading and/or billing for commercial contracts

ESSENTIAL FUNCTIONS

• Serve as the company’s point-person for all invoice creation and delinquent accounts
• Prepare collections and aging reports
• Prepare written communication to clients, colleagues, and vendors
• Generate and analyze financial reports related to overdue invoices
• Work alongside our AR/AP Coordinator on special projects plus take on administrative an inter-departmental tasks as able
• Collaborate with other accounting- and office-related staff
• Develop systems that increase efficiency

Billing & Invoicing

• Ensure proper documentation and job details are collected before invoicing
• Prepare and generate accurate invoices based on completed work orders, contracts, or job tickets.
• Send invoices to residential and commercial clients via email, mail, or customer portals
• Coordinate with field crews, estimators, and project managers to verify job completion before invoicing
• Process billing adjustments, credits, and re-bills as necessary
• Accept credit card payments from residential clients on the final day of their project and before our team leaves the site
• Maintain detailed billing records and track invoicing status

Accounts Receivable & Collections

• Monitor accounts receivable aging reports and follow up on past due accounts
• Contact customers via phone, email, or mail to request payment and resolve disputes
• Establish payment plans for overdue accounts when necessary
• Post payments and reconcile customer accounts
• Escalate unresolved collection issues appropriately
• Maintain accurate notes and documentation of all collection activities
• Respond promptly to customer inquiries regarding invoices or payments
• Collaborate with arborists, scheduler and coworkers to resolve billing discrepancies
• Establish and maintain professional relationships with commercial clients and agency representatives while enforcing payment terms
• Supporting month-end closing and financial reporting related to accounts receivable

Contract Review

• Review large and/or commercial contracts to understand progress billing dates and enter those dates into our Billing calendar and/or our system
• Work alongside our Schedule and Project Accountant to understand when bills may be created and issued to clients

COMPENSATION AND FURTHER DETAILS

• This position is paid $22.00 to $28.00 based on skills and experience
• Access to 401(k) day one of employment
• Benefits after 90 days of employment include:
  • Medical, Dental, and Optical PAID 100% by the company.
  • 5 Paid holidays, 5 paid sick days, PTO (paid time off) earned as you go
  • Employee referral bonus of $400.00
  • Training
  • Employee discount on tree work
  • Mileage reimbursement for work-related travel
  • Casual, dog-friendly workplace. (Sadly, no other pets allowed.)

• HOW TO APPLY:
  • Update your resume so your EMAIL address is on the resume*
  • *If your email address is NOT on your physical resume, we cannot move you to the next step in our interview process, which is to send you a survey that matches your natural workplace behavior to our open positions.

No recruiters or outside agencies, please.