Dealership Billing Clerk

Parkway Dealership Billing ClerkBilling all new and used vehicles sold. Must have dealership experience.Parkway is locally owned and operated. We have been in the Houston area for more than 45 years. We have three locations… Parkway Chevrolet, Parkway Family Kia, and Parkway Family Mazda. We operate elite, state-of-the-art service departments.BenefitsMedical, Dental and VisionLife and Short-Term DisabilityContinuous Improvement Training401K with MatchPaid VacationPaid HolidaysEmployee Discounts on Parts, Services and VehiclesOpportunities for GrowthJob DutiesVehicle Deal BillingReview completed vehicle deals for accuracy and completeness before billing.Verify the buyer’s order, retail/lease contract, vehicle cost, selling price, trade information, taxes, fees, rebates, incentives, and other deal components.Ensure VIN, stock number, customer information, lender information, and deal terms agree across all supporting documents.Accurately post vehicle sales transactions into the dealership accounting/DMS system.Verify vehicle inventory is properly relieved and deal-related receivables and payables are recorded correctly.Identify missing, inconsistent, or incorrect documentation and communicate promptly with Sales and F&I for correction.Maintain organized deal jackets and electronic records according to dealership procedures.Rebates & Incentive ClaimsVerify that each vehicle and customer qualifies for all manufacturer rebates and incentives included in the deal.Confirm that the correct incentive program, program number, amount, eligibility requirements, and effective dates are used.Submit rebate and incentive claims accurately and within manufacturer-required deadlines.Maintain all documentation required to support manufacturer incentive and rebate claims.Review claim status regularly and follow up on pending, rejected, short-paid, or unpaid claims.Research discrepancies between the amount booked by the dealership and the amount approved or paid by the manufacturer.Correct and resubmit rejected claims promptly when appropriate.Coordinate with Sales Managers, F&I Managers, Accounting, and manufacturer representatives to resolve incentive issues.Reconcile manufacturer rebate/incentive receivables to payments received.Escalate aged or unresolved claims to management before they become ineligible or result in dealership losses.Accuracy & Internal ControlsAccuracy is a critical requirement of this position. The Biller is expected to:Verify information before posting or submitting transactions.Avoid assumptions when deal documentation or incentive eligibility is unclear.Ensure rebates and incentives recorded on the deal match the programs actually available and approved.Review all supporting documentation before submitting manufacturer claims.Immediately report material discrepancies, missing documentation, or questionable transactions to the Controller or appropriate manager.Correct errors promptly and document adjustments when necessary.Maintain clear supporting documentation for audit purposes.Protect dealership assets by preventing duplicate claims, missed incentives, incorrect postings, and avoidable chargebacks.Daily/Weekly Follow-Up ResponsibilitiesUnbilled dealsMissing deal documentationContracts requiring correctionsOpen manufacturer rebate receivablesPending incentive claimsRejected claimsShort-paid claimsAged unpaid rebatesManufacturer chargebacksDeal accounting discrepanciesSkill Requirements• 1+ years of experience as a billing clerk for new & used retail deals• Promotes dealership by presenting professional image, positive attitude, and clean work area• Strong time management skills• Maintains high ethical standards• Ensures maximum customer satisfaction• High attention to details• Resolves customer concerns and problems quickly and effectivelyMust have a valid TX drivers license