Dealership Billing Clerk

Parkway Dealership Billing Clerk

Billing 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.

Benefits

• Medical, Dental and Vision
• Life and Short-Term Disability
• Continuous Improvement Training
• 401K with Match
• Paid Vacation
• Paid Holidays
• Employee Discounts on Parts, Services and Vehicles
• Opportunities for Growth

Job Duties

Vehicle Deal Billing

• Review completed vehicle deals for accuracy and completeness before billing.
• Verify the buyers 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 Claims

• Verify 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 Controls

Accuracy 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 Responsibilities

• Unbilled deals
• Missing deal documentation
• Contracts requiring corrections
• Open manufacturer rebate receivables
• Pending incentive claims
• Rejected claims
• Short-paid claims
• Aged unpaid rebates
• Manufacturer chargebacks
• Deal accounting discrepancies

Skill 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 effectively

Must have a valid TX drivers license