What are the responsibilities and job description for the Billing Coordinator position at Gateway Industrial Power, Inc.?
Billing Coordinator
Location: Collinsville, IL Department: Sales
About GTR
Gateway Truck & Refrigeration (GTR) is a second-generation, family-owned dealership with 16 locations across Illinois, Missouri, Tennessee and Wisconsin. We sell and service Carrier Transicold refrigeration, Volvo, Hino, Isuzu and TICO equipment. We take pride in our work, and we invest in our people's well-being and growth.
About the Role
We're looking for a Billing Coordinator to support our truck sales team across our Volvo, Hino, Isuzu and TICO lines. You'll make sure every truck deal is billed accurately, every customer gets clear answers, and our sales team has the paperwork and reports it needs to keep moving. You'll also provide fill-in support for our Carrier Transicold refrigeration sales team as needed. If you're organized, detail-oriented, and enjoy working with people, this role is for you.
What You'll Do
- Process Volvo, Hino, Isuzu and TICO sales orders from start to finish, confirming accuracy and resolving discrepancies before billing
- Build cost sheets for each truck deal, including chassis, body, upfit and add-on equipment
- Prepare and track deal paperwork, such as buyer's orders, MSOs, title and registration documents
- Submit and track manufacturer delivery reports, incentive and rebate claims with Volvo, Hino, Isuzu and TICO
- Work with lenders and leasing companies to make sure deals are funded on time
- Set up and maintain new customer accounts
- Help the truck sales team put deals together, including quotes, paperwork and order details
- Prepare monthly reports for management on truck sales results and team earnings
- Answer customer questions about orders, invoices and billing
- Keep communication flowing between the sales team, customers, service, parts and accounting
- Provide fill-in billing and order support for the Carrier Transicold refrigeration sales team as needed, such as during absences or peak periods
- Review current sales and billing processes and recommend improvements that make them faster, simpler and more accurate
- Take on other duties as needed to support the sales team, including administrative tasks, special projects and coverage during busy periods
What You Bring
- 1–4 years of experience as a billing coordinator, sales coordinator or in a similar role
- Associate's degree in a related field, or equivalent work experience
- A sharp eye for detail and a habit of double-checking your work
- Strong skills in Microsoft Excel and Word
- A self-starter who works independently, takes ownership and looks for better ways to get things done
- The ability to juggle multiple projects, adjust priorities quickly and stay calm under pressure
- Clear, professional written and verbal communication
- A customer-first attitude and the ability to build good working relationships with coworkers, managers and customers
Nice to Have
- Experience with KARMAK Fusion or another dealer management system
- Experience with Volvo, Hino, Isuzu or other OEM dealer portals and processes
- Accounting or bookkeeping experience
- Familiarity with commercial truck sales, the trucking or transportation industry, or truck title and registration work
What We Offer
- 401(k) with company match
- Health, dental and vision insurance
- Company-paid short-term and long-term disability insurance
- Company-paid life insurance
- A stable, family-owned company that values its employees
GTR is an equal opportunity employer. All applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status or disability.
Salary : $45,000 - $55,000