Central Billing Specialist - II

Job Description:

POSITION SUMMARY:
The Central Bill Specialist is responsible for managing accounts receivable for our HQ-managed Central Bill business customers. This role ensures timely collections by posting payments and following up on past due accounts. The Specialist is responsible for full-cycle accounts receivable processing, including account reconciliations, management of complex customer portfolios, and delivery of world-class customer service. Additionally, this role provides administrative support to Tire Centers, Fleet Representatives, and other departments to resolve billing discrepancies.

PRIMARY RESPONSIBILITIES:

ACCOUNTS RECEIVABLE/PAYMENT PROCESSING: 

• Responsible for high-volume customer payment processing.

• Post payments received via Check, Credit Card, ACH, and EFT daily in the ERP system (NetSuite)

• Process large payment entries or multiple journal entries together via CSV upload in NetSuite

• Reconcile accounts with high-dollar and high-volume transactions to ensure payments are posted accurately

• Process Fleet payments and create their cash discount refund checks

ACCOUNTS RECEIVABLE AGING/COLLECTION:  

• Monitor AR aging to ensure customer invoices are paid accurately and on time 

• Independently conduct collection reviews via phone and email regarding outstanding invoices  

• Proactively work with Customers and outside Fleet Representatives to resolve collection issues and maintain correct contact information 

• Identify, investigate, and follow up on billing discrepancies and invoice rejections 

• Review invoices for proper billing requirements 

• Pull invoice copies and instruct stores on invoice corrections & rebills  

• Enter invoices into the customer Fleet account websites for processing and monitor for payment

ADMINISTRATIVE SUPPORT:  

• Administer and manage complex/detailed customer accounts (e.g., large Fleet customers like WEX, ARI, and Element) that have detailed billing instructions

• Monitor fleet authorization sites (e.g., Auto Integrate, Partner Connect) to ensure invoices are entered properly and closed to complete the payment process

• Support Tire Center employees by providing instructions for invoicing, correcting billing errors, and walking them through steps for POs and Service Authorizations

• Research and clear finance charges, over/under payments, and short-paid invoices as appropriate

• Research and process customer refunds and correct email delivery failures for invoices/statements

• Create Road Service Statements for outside vendors (e.g., Kal Tire, Pete’s Road Service)

• Prepare check and remittance information files to be sent to Data Net

CUSTOMER ACCOUNT SET UP/MAINTENANCE:  

• Manage new customer onboarding and setup 

• Ensure Customer account information, Accounts Payable contact information, billing locations, special instructions, and price lists are accurate and complete 

• Complete updates or changes to account information as needed and close accounts as instructed 

DEPARTMENT TRAINING/SUPPORT: 

• Assist the Department Lead in training Specialists on NetSuite, Vantiv, Customer First, and AS400 (iSeries)  

• Provide direction and support to Central Billing Specialists with large Fleet accounts 

• Assist the Department Supervisor, Credit Manager, and Fleet Manager as needed

MINIMUM EDUCATION & SKILLS REQUIRED

Educational/Experience Requirements:  High school diploma or GED

Required Technical Skills/Knowledge:  Moderate knowledge of Excel, and Google Sheets.  Data entry skills with a high degree of accuracy and attention to detail.  Good understanding of Tire Centers’ operational systems and advanced NetSuite skills.

General Knowledge and Abilities: Strong analytical and problem-solving skills, extreme attention to detail, and strong written and verbal communication skills. Ability to work independently with minimal guidance. Ability to work effectively independently and as a member of a team. Foster strong professional relationships with customers, peers, and tire center personnel.

Physical Requirements: Primarily desk position; regularly required to sit, occasionally required to stand and walk. Requires frequent and repetitive use of hands and fingers to operate computer, mouse, keyboard, and office-related equipment, and the ability to reach with hands and arms. Position requires lifting no more than 20 pounds. Specific vision abilities required by this job include close visual acuity and the ability to adjust focus. Requires the ability to communicate verbally and exchange information over the phone and in person.

Work Environment:  Office, non-manual work; the worker is not substantially exposed to adverse environmental conditions.

This job description is not all-inclusive and is subject to change. Additional duties, responsibilities, and tasks may be assigned, as necessary. Employment remains “AT WILL” at all times.