Billing & Accounts Receivable Specialist

The Billing & Accounts Receivable Specialist is responsible for accurately invoicing automotive dealerships for detailing and related services using VIN-based billing, while also managing the full accounts receivable cycle. This role ensures timely semi-monthly invoicing, maintains billing accuracy across multiple service types, tracks and collects outstanding receivables, and reconciles financial data between QuickBooks and ReconPro. The specialist works closely with customers and internal teams to resolve discrepancies, ensure timely payments, and support overall revenue integrity.

DUTIES AND RESPONSIBILITIES:

Billing

• Prepare and issue semi‑monthly invoices to customers.
• Bill detailing services by service and VINs. Creating master bills, per customer, while ensuring accuracy and completeness. Bill for other service types such as flat rates for professional service types.
• Maintain accurate billing records in QuickBooks and ReconPro.
• Reconcile billing data between systems to ensure consistency and accuracy.
• Identify and resolve discrepancies between service records and billing systems.
• Communicate regularly with dealership customers regarding invoices, questions, or corrections
• Coordinate with internal teams (operations, supervisors, employees) to validate services rendered.
• Handle billing disputes and adjustments in a timely and professional manner.
• Track and document corrections and follow-ups.
• Create and distribute regular billing reports.
• Maintain confidentiality and accuracy of financial and customer data.

AR 

• Manage the full accounts receivable cycle, including posting payments, tracking outstanding balances, and maintaining accurate AR aging reports. 
• Monitor customer accounts to ensure timely collections and follow up on past-due invoices. 
• Send payment reminders, statements, and collection notices in a professional manner. 
• Apply payments accurately and reconcile customer accounts. 
• Assist in reducing Days Sales Outstanding (DSO) by actively managing collections. 
• Maintain detailed documentation of collection efforts and account activity.

QUALIFICATIONS: 

• Bilingual in English and Spanish (required). 
• Strong written and verbal communication skills. 
• Experience managing both billing and accounts receivable functions. 
• Ability to meet deadlines in recurring billing and collection cycles. 
• High attention to detail and accuracy. 
• Proficiency in QuickBooks, Microsoft Office (especially Excel), and related systems. 
• Advanced Excel and financial reporting skills preferred. 
• Strong organizational, time management, and prioritization abilities. 
• Ability to work in a fast-paced, high-volume environment. 
• Ability to work independently and collaborate cross-functionally. 
• Experience with high-volume accounts, multi-service billing, and collections strongly preferred.

WORKING RELATIONSHIPS:

• Must be able to work as to team with other employees.
• Must be punctual and reliable & follow directions as by Management.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to follow verbal and written instructions 
• Basic math, reconciliation, and financial analysis skills 
• Ability to read and adhere to company safety policies 
• Strong communication skills across all levels of the organization