Direct Order Payment Specialist
Wheels

Job Info

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Job Description:

WHEELS, INC.

Job Description

Job Title: Direct Order Payment Specialist

Department: Vehicle Operations Acquisitions

Reports To: Manager, Vehicle Acquisitions

Prepared Date: 04/24/2024

Approval-Dept. Mgr./Dir.: Director, Vehicle Acquisitions

Approval-Dept. Head: AVP, Vehicle Operations

Approval-H.R.:

JOB OVERVIEW:

Audit dealer billings and factory invoices for accuracy. Process these invoices and pay dealer on all foreign orders and direct purchases including, Trucks, Canada and Puerto Rico to ensure accuracy of pricing, timely delivery and client billing.

KEY RESPONSIBILITIES :

• Audit and balance dealer invoices to verify charges against negotiated deal and confirm accuracy for title, registration and tax fees.

• Pay all Foreign and Dealer Direct orders via the VAM Direct application. Locate and print Subaru invoices on Subarunet. Request duplicates for missing invoices directly with the manufacturer when necessary.

• Process all foreign invoices and dealer payments for direct purchases within 2 days of receipt of billing.

• Understand and apply standard and special pricing formulas and stay current on both Retail and Fleet incentive offerings for Canada and Puerto Rico.

• Thoroughly audit and balance all Canadian billings to ensure Concession/Fleet or Retail deduction (whichever is greater) is correctly deducted from either the factory invoice or dealer BOS and that all other fees, including taxes, etc., are correct

• Establish and Maintain professional relationships with dealers
• Proactively reach out to dealer contacts on invoice discrepancies to help educate dealer on proper invoice procedure for both leased and client owned vehicles
• Document change on dealer invoice and document adjustments and include spread-sheet with payment whenever a manual change has been processed

• Establish and maintain cooperative business relationships with internal contacts and assist Buyers, AEs and Truck Engineering personnel regarding dealer payment, billing inquiries, requirements, or procedures

• Manage billing inquiries or escalated issues through proactive follow up, by providing status and documenting activity through completion

• Enter required payment information for Canada, Puerto Rico and non-light-duty truck factory orders in the VAM Direct application. Balance dealer billing to Vehicle Setup pricing. Resolve balance problems via setup of miscellaneous Business Parameters in the Business PARMS application with Vehicle Setup Specialists.

• Fully understand and utilize the Wheels Checkmate system to pay miscellaneous secondary dealer billings and ensure that charges are applied to the appropriate ledger account.

• Understand and fully support procedure requirements for reimbursing dealers on Canadian violations

• Assist with Direct Auto-Reconciliation Report resolution

• Seek out opportunities to improve work flow between groups and departments.

• Maintain updated job procedures in manual and save to P: drive and print new copy for the business recovery.

• Other duties as assigned:

• Back up Support to Buyer Admin: Be available to assist OOS Buyer Admin with dealer billing calls for both OOS, Canadian and PR billings
• Back up Support to Buyer Admin: Mercedes Billing Process: Maintain proactive follow up on Mercedes Order Status Report, to collect and review invoice and dealer billing and coordinate mailing of payment and vehicle paperwork prior to, or within days of vehicle at dealer status.
• Back up Support to Buyer Admin G-Tech Billing Process: Maintain proactive follow up on G-Tech Billing Report; collect and review invoice and dealer billing to ensure accuracy. Coordinate mailing of payment & collection of MSO to ensure vehicle paperwork is mailed prior to, or within days of vehicle at dealer status.
• Back up Support to Buyer Admin: Handle shipping and check assembly. Determine appropriate modes of shipment to reduce costs without impacting timely vehicle deliveries.
• Back Up Support to Buyers: Be available to assist Buyers to correct dealer reporting errors by working with Manufacturer Relations and dealers and resolve in a timely manner without or limited impact to clients.
• Flex Staff as Buyer if required to accommodate workflow and maintain service delivery
• Flex Staff as back up support to the Buyer Admin to accommodate staffing needs

SKILLS/COMPETENCIES:

Knowledgeable and proficient with all Direct Payment related applications and processes.

Excellent organization and time management skills.

Strong analytical and problem solving skills.

Strong Math skills.

Team player.

Ability to work effectively under pressure.

Flexible, adapt to change easily.

Strong customer service skills and phone etiquette.

Clear communication skills both written and verbal.

Proficient keyboarding skills

Knowledge of general office practices.

EDUCATION and/or EXPERIENCE:

High school diploma and minimum 2 years office experience, preferably accounting or finance related.

EEO Statement
Wheels is a Drug-Free Workplace. All employment is contingent on successful completion of drug and background screening.

Wheels is an equal opportunity affirmative action employer and administers all personnel practices without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, marital status or domestic partnership status, disability, protected veteran status or military status, genetic information, or any other category protected under applicable law. Wheels is committed to taking affirmative steps to promote the employment and advancement of minorities, women, persons with disabilities and protected veterans.

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