HVAC Service Parts & Billing Administrator

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 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

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.