Billing Administrator

DeVivo Companies•New Britain, CT

12d•$20 - $27•Onsite

About The Position

DeVivo Companies is searching for a detail-oriented Billing Administrator for our New Britain, CT office. The Billing Administrator is responsible for managing, processing and monitoring billing activities across fixed operations, including warranty submissions, third party billing for service and parts invoices, and tracking payments. The Billing Administrator supports the financial health of the fixed operations divisions by ensuring timely, accurate billing and consistent follow-up on outstanding payments. This role ensures all invoices are accurately prepared, submitted and monitored in alignment with company policies and requirements. By maintaining meticulous payment tracking, this role helps improve cash flow, reduces aged receivables, reduces charge-offs, and supports overall operational efficiency. DeVivo Companies delivers comprehensive transportation, fleet, and equipment solutions through four integrated divisions serving the Northeast for over a century. Our capabilities span fleet maintenance and repair, school and commercial bus sales and service, truck and trailer equipmentincluding towing, refrigerated transport, yard trucks, and specialty vehicle buildsas well as a full Parts & Tools operation supporting daily maintenance needs. With twelve locations, OEM partnerships, factory-trained technicians, and extensive parts inventories, we provide complete lifecycle support for the vehicles and equipment that keep businesses, municipalities, and schools moving. At DeVivo, long-term customer success drives everything we do. Learn more about us at www.devivocompanies.com.

Requirements

Minimum of 2 years experience in data entry or billing roles.
Demonstrated ability to research and resolve billing disputes effectively
Strong data reconciliation skills
Proficiency with Microsoft Office Suite
Exceptional attention to detail and organizational capabilities
Ability to quickly learn and navigate multiple billing portals, each with unique processes and requirements
Clear, professional communication skills with frequent interaction across DeVivo branches, third-party companies, and OEM partners

Nice To Haves

Basic accounting knowledge including clearing statements and schedules
Basic knowledge of automotive technology

Responsibilities

Oversee Thermo King SVC Billing: Monitor branch invoicing activity to ensure timely and accurate submission. Follow up with appropriate branch personnel to resolve discrepancies or delays.
Investigate and Resolve FleetCharge Disputes: Research chargebacks by gathering supporting documentation, identifying and correcting billing errors, and resubmitting invoices as needed.
Process Warranty Claims: Prepare and submit basic warranty claims; track claim status and ensure timely payment. Follow up on unpaid, pending, or rejected claims to secure resolution.
Invoice Coding and Entry: Accurately code and enter service invoices for repairs performed at the Port of Boston for multiple container companies.
Third-Party Billing: Manage billing activities for various external customers and partners.
Payment Tracking and Communication: Monitor, track, and follow up on all incoming payments. Collaborate with personnel across multiple branches to address payment-related inquiries.
Accounts Receivable Oversight: Monitor A/R aging associated with billed transactions, escalate issues when appropriate, and work closely with accounting team members to reconcile schedules.
Month-End Support: Assist with monthly closing activities to ensure accurate and timely financial reporting.