Billing Clerk

Parkway Family KIA•Houston, TX

6d•Onsite

About The Position

Parkway is locally owned and operated with a presence in the Houston area for over 45 years. We have three locations: Parkway Chevrolet, Parkway Family Kia, and Parkway Family Mazda, all featuring elite, state-of-the-art service departments. This role is responsible for billing all New and Used vehicles sold.

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

Responsibilities

Review 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.
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.
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.
Maintain an active follow-up process for 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, and deal accounting discrepancies.