Billing Specialist II

Cox-Fleet-; Indianapolis (IN); On-site; USD 42,000 - 52,000; Full time

Job summary

Cox Fleet by Cox Automotive, based in Indianapolis, is seeking a Billing Specialist II to prepare repair orders, generate invoices, and work with technicians to prepare estimates. The role emphasizes accurate documentation and strong customer service.

You will be responsible for coordinating with mobile technicians and service centers, ensuring proper billing processes, and maintaining records. A focus on accuracy and timely communication with customers is essential.

Qualifications

• High School Diploma/GED with relevant field experience (or equivalent combination)
• Excellent written and verbal communication and customer service skills
• Proficient in MS Office and general software navigation
• Experience with Mitchell One or similar estimating systems preferred
• Ability to work independently and within a team
• Attention to detail to ensure accurate repair orders and invoicing

Responsibilities

• Prepare repair orders (RO) describing symptoms and repairs; enter RO into system
• Verify VMRS codes and billing hours align with standard repair times
• Prepare invoices from created ROs with customer-specific rates and mark-ups
• Improve RO quality to reduce customer disputes and ensure CAMFS invoices full amount
• Coordinate with technicians and leaders to obtain information for invoicing
• Create vehicle repair service estimates from information gathered from technicians and customers
• Communicate with customers via email, fax, or phone to obtain approvals
• Gather paperwork and upload into system for records

Skills

Customer service

Communication

MS Office

Mitchell One

Data entry

Problem solving

Education

High School Diploma/GED

Tools

Mitchell One

Job description

Headquartered in Indianapolis, Cox Fleet by Cox Automotive has grown to become one of the largest fleet maintenance companies in the country.
Cox Fleet is the leading provider of on-site mobile maintenance and repair services nationwide, offering mobile on-site fleet service for light medium, and heavy-duty trucks and trailers. Cox Fleet also services customers utilizing its 20+ nationwide service centers; each offering selects services, such as accident repair, paint, refurbishment, and heavy mechanical repair. Supported by a 24/7 in-house call-center, Cox Fleet provides maintenance scheduled and unscheduled services to fleets anywhere, anytime.
Cox Fleet, the largest independent fleet maintenance company in the country, is currently hiring a Billing Specialist II. As aBilling Specialist II, you will be Accountable for creating invoices out of repair orders and submitting to customers for approval and/or payment with required documentation. In addition, you will assist in working with technicians to create and submit estimates to customers for approval.

Duties & Responsibilities

• Prepare repair orders (RO) by describing symptoms, problems, and causes discovered, as well as repairs and services required based on what technicians submit, entering RO into service database system.
• Verify technicians have selected correct VMRS code related to repairs made and billing hours are in-line with standard repair times.
• Prepare actual invoice off created RO by applying customer specific rates and mark-ups.
• Improve RO quality by identifying weak points (e.g., the story, missing information, incorrect information), edit ROs such that customer disputes are eliminated while CAMFS invoices full amount for service provided.
• Reach out to technicians and Mobile Technician Leaders on repairs and required information to process invoices.
• Create vehicle repair service estimates based on complied information from Mobile Technicians and Customers.
• Communicate with customers via email, fax, or phone to retrieve purchase order approvals and/or discuss billing issues.
• Gather necessary paperwork and upload into system for records.

Requirements

• High School Diploma/GED and 3 years’ experience in a related field. The right candidate could also have a different combination, such as any level degree/certification beyond a HS diploma/GED in a related discipline and up to 1 year of experience; or 5 years’ experience in a related field
• Proficient with Mitchell One or similar estimating systems
• Strong communication (written, verbal and phone) and customer service skills
• Proficient computer skills (MS Office, emails, typing, etc.)/software navigation capabilities to generate repair estimates and edit and process invoices
• Has a sense of urgency daily; is action oriented; acting with a minimum of planning.
• Existing knowledge of standard repair times (SRT) for common services.
• Experience in service writing is preferred
• Works well independently but also effective within team environment
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Maintains professional but friendly demeanor.
• Demonstrates strong interpersonal and customer service skills.
• Communicates clearly and effectively.
• Exhibit’s ability to remain calm and polite when dealing with frustrated customers and/or technicians.