Automotive Biller

Location: Indianapolis, Indiana
Department: Accounting
Reports To: Controller/Office Manager
Employment Type: Full-Time
FLSA Status: Non-Exempt

Position Summary

The Automotive Biller is responsible for accurately processing and finalizing vehicle sales transactions for new and used vehicles. This position reviews deal documentation, posts transactions to the dealership management system, coordinates funding and title paperwork, and works closely with the Sales, Finance, and Accounting departments to ensure every deal is complete, accurate, and processed promptly.

The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced dealership environment with time-sensitive financial and compliance documents.

Essential Duties and Responsibilities

• Review new and used vehicle deals for completeness, accuracy, and proper authorization.
• Verify buyer information, selling price, trade-in details, payoff amounts, taxes, fees, rebates, incentives, warranties, and finance documentation.
• Enter and post vehicle sales transactions accurately in the dealership management system.
• Confirm that required signatures, disclosures, supporting documents, and approvals are included in each deal.
• Prepare and process paperwork for cash, financed, leased, wholesale, fleet, and dealer-trade transactions.
• Submit completed funding packages to lenders and follow up on missing documents or funding delays.
• Monitor contracts-in-transit and promptly resolve outstanding funding issues.
• Prepare title and registration documentation in accordance with Indiana Bureau of Motor Vehicles requirements.
• Calculate and verify Indiana sales tax, title fees, registration fees, and other applicable charges.
• Process lien payoffs and follow up to obtain titles for traded vehicles.
• Record vehicle costs, gross profit, commissions, aftermarket products, and related accounting entries.
• Reconcile assigned schedules and research discrepancies involving vehicle inventory, receivables, payoffs, or contracts-in-transit.
• Maintain complete and organized electronic and paper deal files.
• Communicate discrepancies to Finance Managers, Sales Managers, and Accounting leadership for timely correction.
• Assist with month-end closing by ensuring all eligible deals are posted within established deadlines.
• Maintain the confidentiality of customer, employee, financial, and dealership information.
• Follow company policies and applicable federal, state, lender, and manufacturer requirements.
• Provide backup assistance to other accounting and administrative functions as needed.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required; associate degree in accounting, business, or a related field preferred.
• Previous automotive dealership billing, title, finance, or accounting experience strongly preferred.
• Understanding of dealership sales transactions, lender funding requirements, and title documentation preferred.
• Experience using a dealership management system such as CDK, Reynolds and Reynolds, Dealertrack, or a similar platform preferred.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Strong mathematical, data-entry, organizational, and problem-solving skills.
• Ability to identify documentation errors and follow through until they are corrected.
• Ability to manage multiple priorities and meet daily and month-end deadlines.
• Strong written and verbal communication skills.
• Dependable attendance and a commitment to accuracy and confidentiality.
• Ability to work independently while contributing to a team-oriented environment.

Core Competencies

• Accuracy and attention to detail
• Organization and time management
• Accountability and follow-through
• Financial and numerical aptitude
• Problem-solving
• Confidentiality and professional judgment
• Collaboration and communication
• Ability to perform effectively under deadlines

Physical Requirements

• Ability to remain seated and work at a computer for extended periods.
• Ability to communicate effectively in person, by telephone, and electronically.
• Ability to use standard office equipment.
• Ability to occasionally lift or move files and office materials weighing up to 20 pounds.
• Reasonable accommodations may be provided to enable qualified individuals with disabilities to perform the essential functions of the position.

Work Environment

This position is primarily performed in a professional dealership office. The employee may occasionally enter showroom, service, vehicle-storage, or other dealership areas where noise levels and environmental conditions may vary.

Equal Employment Opportunity

The Company is an equal opportunity employer and makes employment decisions based on qualifications, merit, and business needs. We prohibit unlawful discrimination and harassment based on any status protected by applicable federal, Indiana, or local law.