Automotive Accounting Wholesale Billing Clerk

Job Description

Job Description

Description:

Lou Bachrodt has one distinct edge over our competitors, and it is the backbone of the company: HIRING GREAT PEOPLE ! When it comes to sales and service, customers have a lot of options, but they select us because of the experience we provide and the enthusiasm our employees have for assisting others and one another. The strength of the whole is built by developing the character and confidence of every individual on our team while offering a pleasant, family environment in which to contribute, and it shows in all we do.

Position Summary

The Wholesale Billing Clerk is responsible for processing and maintaining accurate wholesale and purchase vehicle transactions, ensuring timely billing, funding documentation, title processing support, and compliance with dealership policies. This position works closely with the Used Vehicle Department, Inventory Control, Title Clerks, and outside dealerships to ensure all wholesale transactions are completed accurately and efficiently.

Essential Duties and Responsibilities

Wholesale Vehicle Billing

• Process all wholesale vehicle sales and purchases in the dealership management system (DMS).
• Verify vehicle information, pricing, fees, and supporting documentation prior to billing.
• Generate and distribute wholesale invoices to purchasing dealerships and auction partners.
• Ensure all vehicle transactions are posted accurately to the General Ledger.
• Review deals for completeness and compliance with dealership policies.

Documentation & Title Support

• Collect, organize, and maintain all required documents related to wholesale transactions.
• Coordinate with Title Clerks to ensure proper title transfer and ownership documentation.
• Track missing titles, title applications, and title releases.
• Monitor and follow up on outstanding title issues with auctions, financial institutions, and other dealerships.

Accounts Receivable and Payable Management

• Monitor wholesale receivables and ensure prompt collection of outstanding balances.
• Reconcile wholesale receivable schedules.
• Follow up with dealerships, auctions, and finance companies regarding unpaid invoices.
• Assist in resolving billing discrepancies and payment disputes.

Inventory Control

• Verify vehicle inventory records against billed transactions.
• Ensure sold vehicles are removed from inventory promptly and accurately.
• Assist with vehicle inventory reconciliations.
• Maintain accurate records of vehicle purchases, sales, and transfers.

Compliance & Reporting

• Ensure compliance with dealership policies, state regulations, and manufacturer requirements.
• Maintain organized files for audit and accounting review.
• Prepare daily, weekly, and monthly wholesale transaction reports.
• Assist management with month-end closing procedures related to wholesale activity.

Administrative Support

• Communicate effectively with buyers, sellers, auction representatives, sales managers, and accounting personnel.
• Provide support for internal and external audits.
• Perform additional accounting and administrative duties as assigned.

Education & Experience

• High school diploma or equivalent required.
• Associate degree in Accounting, Business Administration, or related field preferred.
• Minimum 1–3 years of automotive dealership accounting experience preferred.
• Previous wholesale billing, title, or inventory accounting experience highly preferred.

Knowledge & Skills

• Strong understanding of dealership accounting practices.
• Experience with dealership management systems (Reynolds & Reynolds, CDK, Dealertrack, etc.).
• Knowledge of vehicle titles, registrations, and wholesale transactions.
• Proficiency in Microsoft Excel and Microsoft Office Suite.
• Strong attention to detail and organizational skills.
• Excellent communication and customer service abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong problem-solving and analytical skills.

Physical Requirements

• Ability to sit for extended periods.
• Frequent use of computers, calculators, and office equipment.
• Ability to lift and carry files and office materials up to 20 pounds.

All applicants must be able to demonstrate the ability to pass pre-employment testing including background checks and drug test.

Lou Bachrodt Automotive Group is committed to building a team that represents a variety of backgrounds, perspectives, and skills. We embrace diversity and equal opportunity, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.