Administrative & Billing Specialist (StarGard)

The Administrative & Billing Specialist is responsible for supporting daily business operations through administrative, billing, organizational, and operational support activities. This role helps ensure accurate recordkeeping, timely processing of information, effective communication, and coordination across departments. The ideal candidate is detail-oriented, adaptable, and capable of managing multiple responsibilities in a fast-paced environment.

For more information on our Product: https://youtube.com/@StargardGPS.?si=ZYyhfL9ejNzU06XF

https://alllinesdealerservices.com

Essential Functions:

• Provides administrative and operational support to department leadership and team members
• Assists with data entry, document processing, reporting and general office administration
• Supports billing, payment tracking, and reconciliation activities
• Communicates with internal departments, customers, vendors, and business partners regarding administrative matters
• Coordinates and processes incoming paperwork, contracts, and related documentation
• Ensures compliance with billing standards and internal controls
• Maintains customer and account information within company systems
• Collaborates with team members and other departments to resolve administrative, billing and operational matters and improve processes and systems
• Assists with reporting, auditing, and quality control reviews to ensure accuracy and compliance
• Creates invoices (via import and manual) for all incoming contracts received.
• Deposits check payments to the bank
• Applies payments to invoices in accounting system
• Audits contracts, DMS sales and invoice transactions
• Maintains confidentiality of sensitive business and customer information
• Prepares and distributes correspondence, reports, statements, and other business communications
• Adds Customers and Item Codes into accounting system as needed
• Runs Monthly Statements once contracts are balanced
• Supports month-end administrative processes and reporting activities
• Prints all Monthly Statements, sorts, and reviews
• Helps identify process improvements and supports implementation of operational efficiencies
• Monitors and analyzes data to identify trends and variances
• Emails/mails out monthly statements to Agents and Dealers
• Strives to enforce and live Portfolio’s Philosophy each and every day
• Takes ownership of changes and personally responsible for managing change in an upbeat positive manner
• Supports budgeting, forecasting, and financial planning activities
• Performs various non-essential duties outside of primary job responsibilities as part of a cross - functional and lean team member
• Assists with After-Hours Stolen Vehicle Recovery: Periodically assist in the recovery of stolen vehicles outside of regular business hours. This responsibility is expected to occur infrequently and will be scheduled or requested on an as-needed basis. Associates who perform this duty will receive a minimum of two (2) hours of overtime pay for each occurrence, in accordance with California labor laws
• Performs various non-essential duties outside of primary job responsibilities as part of a cross - functional and lean team member

Education and Qualification Requirements:

• Strong computer skills including proficiency with Microsoft Office and Billing or Accounting Software
• High School diploma or equivalent.
• 2+ years of experience in administration and customer service.

Preferred Skills and Experience:

• Some college, bachelor's degree preferred
• Excellent customer service skills
• Well-developed organizational skills and the ability to successfully manage multiple issues and demands
• Excellent communication skills, both verbal and written
• Previous accounts receivable or accounts payable experience

Work Environment and Physical Requirements:

• Vision acuity required to include close vision, color vision, distant vision, and the ability to adjust focus
• Ability to grasp objects such a telephone or computer mouse, finger dexterity to use a keyboard, calculator, and standard office equipment
• Ability to walk, stand, reach with hands and arms; stoop kneel, crouch, and lift up to 25 pounds
• Ability to frequently sit for extended periods of time
• Ability to hear and talk, both in person and by phone
• Ability to spend extended hours in front of a computer screen