Billing Clerk

Parkway-Family-Kia; Houston (TX); Hybrid; USD 38,000 - 54,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Life Insurance

Disability Insurance

Training programs

401K with match

Paid vacation

Paid holidays

Employee discounts

Growth opportunities

Job summary

Parkway Family Kia in Houston, TX, seeks a Billing Clerk to manage the billing process for new and used vehicle deals. You will verify orders, contracts, taxes and rebates, and ensure all documents match before posting transactions in the DMS system.

The role requires attention to detail, strong time management, and ethical handling of sensitive information. Benefits include medical, dental, vision, 401K with match, and paid time off.

Qualifications

• 1+ years of billing clerk experience for new & used retail deals.
• Promotes dealership by presenting professional image and tidy work area.
• Strong time management skills with high attention to detail.

Responsibilities

• Review completed vehicle deals for accuracy before billing.
• Verify buyer's order, contracts, taxes, fees, rebates, and incentives.
• Ensure VIN, stock, customer and lender information align across documents.
• Post vehicle sales transactions into the dealership accounting system.
• Identify missing or incorrect documentation and communicate with Sales/Finance.
• Maintain organized deal jackets and electronic records.

Skills

Attention to detail

Time management

Ethical standards

Customer service

Tools

DMS system

Microsoft Excel

Job description

Job Summary

Billing all New and Used vehicles sold.

About Us:

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 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 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

The Biller should 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
• 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
• Resolvescustomer concerns and problems quickly and effectively

Must have a valid TX drivers license