Considering a career with Ken Garff Automotive Group means you are in for a great ride (excuse the car metaphor)! We’re not your standard dealership or group of dealerships and we are pretty darn proud of that. We are out to do things differently and want to consistently change, grow, and progress. For that reason, our employees are proud of where they work!

Big Star Hyundai , a Ken Garff Automotive Dealership, is currently looking for a talented Automotive Billing Clerk that aligns with our core values and acts with respect, intelligence, greatness, honesty and teamwork.

As a group, we aim to become the most esteemed automotive group by treating people R.I.G.H.T and creating lifetime customers!

Below is a non-exhaustive list of duties required of you as the Billing Clerk for Big Star Hyundai. Occasionally, management may need to modify or clarify this job description to include those regular and customary duties that you either regularly perform or that are typical for your job functions. Management will communicate any modifications to you with a revised Job Description.

Work Schedule

• Monday-Friday, 8:00 – 5:00, no more than 8 hours per day.
• lunch at your discretion, with notice given to your manager. You must not arrive later than 8:30 am without manager approval.
• Month-End Closeout: First and second day of month, and the 16th and 17th days of the month you may be required to work extra hours to complete billing for payroll and closeout.

Billing Duties

• In the morning, run ‘Sales and Finance’ report in Apps by First-level Grouping: Status. Email to all managers (GM, Office manager, Controller, GSM, Finance Managers, and all sales managers) report of deal flow showing the finalized percentage (total F status deals divided by total deals).
• Run ‘Gross Balance Report’ each morning to confirm all posted deals from prior day are in balance between sales and accounting.
• Review paperwork in each deal to ensure completion and consistency between dates, owners’ signatures, lienholders, VIN#’s etc.
• Review product contracts to confirm VIN #’s, sale prices, lienholders, and owner’s names are consistent with the buyer’s order AND the Motor Vehicle Retail Installment contract (MVRIC). Cross reference sale prices with Reynolds to confirm they are the same.
• Review paperwork for any trade units to ensure ACV matches what is entered in Reynolds-Sales. Confirm the lienholder, if any, is the same as listed on the TxDMV report. Confirm the lienholder payoff request form is complete and lists a current 10-day payoff. Confirm all owner signatures (as listed on TxDMV report) are present on the back of the title (if present) or on the power-of-attorney form (if no title present).
• Check for proof of down payment, cross reference to schedule 5, G/L account 111.
• Confirm sale price and funding amount matches the MVRIC.
• Cross-reference vehicle cost as listed in Reynolds-Sales is the same as listed on the accounting schedule (sch 20 – NEW, sch 22 – USED). New car cost should be Acct Sch 20 + holdback. Used car cost should be same as Acct Sch 22.
• Calculate commissions as 15% of gross or $150, whichever is greater. Sometimes flat commissions will be greater depending on sales’ needs. Maintain records of all variations in commissions that sales management will provide from time-to-time.
• Generate deal recaps and commission vouchers and distribute to GSM daily.
• Maintain copies of commission vouchers for payroll processing.
• Post deal to Reynolds-accounting ONLY when deal paperwork is complete and consistent with Reynolds-Sales.
• Notify Finance manager or secretary when any of the deal paperwork is incomplete or missing. DO NOT POST DEAL.
• Claim all rebates to factory. Maintain rebate log and schedule. Contact new car managers and GSM regarding any rebates outstanding over 30 days.
• Issue all referral checks only with completed referral paperwork. The paperwork must contain a sales manager signature, and the SSN and address of the recipient. The recipient must be set up as a vendor in Reynolds in order to issue them a check. (At year-end, any recipient that has received more than $600 in payments will receive a 1099).
• Issue any applicable refunds due to customers.
• Distribute duplicate copies of product contracts to product payables clerk. Separate any trade-documents and give to title clerk for lien payoff processing.
• Give completed deal to title clerk.
• Maintain billing average of 30 deals per day.
• At end of day, email to all managers’ report of total deals billed. Included detail of any deals not billed, and the reason.

Backout/Rebill Log

• Maintain backout/rebill log to help with month-end unit count reconciliation.

Daily Fundings

• Post daily funding per daily bank report and funding notices from RouteOne. Turn in to Office Manager daily.

Contracts-In-Transit (CIT)

• Run CIT report and organize weekly CIT meeting. Send reminder emails to all managers.

Office Backup

• Help with other desks as needed when business requires.
• Be proactive in learning to cross-train on other desks
• When your work is caught up, please be kind and help where needed.

Filing

• All office personnel are responsible for their own filing. Please do your part to ensure we do not fall behind. File and put away deals/fundings daily. Nothing should be left out on your desk, as this slows down the process for titling, etc.
• Review and follow all company standards regarding document retention.

Receptionist Backup

• You are responsible for the receptionist duties for 30 mins. per day for one week per month (rotated between all office staff). As needed, with manager approval.

Relevant Accounting Schedules

• 5 Contracts in Transit
• 12 Factory Rebates
• 39 Accessories Due Customer
• 20 New Vehicle Inventory (to verify cost)
• 22 Used Vehicle Inventory (to verify cost)

Physical Inventory Count

• Assist with the monthly physical of the store’s vehicle inventory. This includes walking the lot and scanning the barcode on each vehicle, or in the absence of a barcode writing down the last 8 digits of the VIN number of each vehicle.
• Enter all VIN#s into an Excel spreadsheet and deliver to Office Manager.
• Assist office manager with reconciliation spreadsheet as needed
• Assist in finding any vehicles not previously found during the physical.
• All reasonable efforts will be made to accommodate any personal limitations, and to avoid inclement weather. Otherwise, it is expected that you will dress appropriately for these physicals. You will be notified in advance when the physical will take place.

We are an Equal Opportunity Employer

(( We Hear You ))