Billing Administrator (2060) at Kooner Fleet Management Solutions

About Kooner Fleet Management Solutions

Kooner Fleet Management Solutions is one of the fastest-growing national providers of on-site fleet maintenance, preventative service, and mobile repair solutions. With nearly a decade of industry experience, Kooner FMS helps fleets reduce downtime, extend vehicle life, and simplify operations through proactive maintenance programs and advanced technology.

As a family-founded and field-first company, we take pride in delivering trusted partnerships, exceptional service, and innovative fleet management solutions that keep America’s trucks and trailers road-ready.

About the Billing Administrator Role

The Billing Admin plays a critical role in Kooner's finance operations, translating completed repair and service work orders into accurate, timely client invoices. This role manages the full billing lifecycle for work order-based repairs – from reviewing labor, parts, and sublet charges through resolution of discrepancies – and partners closely with service advisors, technicians, and the finance team to maintain clean, reconciled financial records.

Because billing accuracy depends on correctly interpreting the work performed, parts used, and labor charged on each repair order, this role is best suited to a candidate with a background in heavy-duty parts or service advising – someone who understands repair order documentation, labor operations, and parts pricing well enough to catch discrepancies before they reach the customer.

The ideal candidate brings strong attention to detail, sound judgment in resolving billing issues, and clear, professional communication with technicians, service advisors, and clients alike.

This position is based out of our corporate office in Sacramento, CA.

Where You’ll Make an Impact

Work Order Billing & Invoicing

• Review completed repair and service work orders for accuracy, ensuring labor, parts, sublet, and miscellaneous charges are properly documented before invoicing.

• Create customer estimates and upload/process invoicing through FMC (Fleet Management Company), ensuring parts, labor, and supporting charges are accurately reflected before submission.

• Process and manage billing transactions accurately and in a timely manner, translating technician and service advisor documentation into client-ready invoices.

• Prepare and send invoices to clients, ensuring all necessary details (parts, labor, core and sublet charges, service dates, terms, and supporting documentation) are included.

• Verify parts pricing, labor rates, and warranty coverage are applied correctly to each work order prior to billing.

• Ensure invoices comply with client-specific billing requirements and contractual terms.

• Proactively identify and correct potential billing errors – including mismatched parts, incorrect labor times, or missing documentation – before invoices are sent.

• Partner with service advisors, technicians, and shop leadership to clarify work order details, parts usage, and labor charges prior to invoicing.

Account Reconciliation & Reporting

• Collaborate with the finance team to reconcile accounts and ensure accuracy in billing reports.

• Provide monthly billing reports and analysis to management.

• Identify trends or recurring issues in billing data and recommend process improvements.

• Support month-end close activities related to billing and accounts receivable.

Collections & Payment Monitoring

• Monitor payment status and follow up on overdue accounts as necessary.

• Maintain accurate records of collection efforts and payment communications.

• Escalate at-risk or significantly overdue accounts to management in a timely manner.

Discrepancy Resolution & Customer Support

• Assist in resolving billing discrepancies and customer inquiries promptly.

• Investigate root causes of recurring billing disputes tied to work order documentation, parts pricing, or labor charges, and communicate findings to service and operations teams.

• Respond to client billing questions professionally and in a timely manner, using work order detail to explain and support charges.

Records & Documentation

• Maintain organized records of completed work orders, invoices, and supporting billing documentation.

• Ensure billing records are stored and maintained in accordance with company recordkeeping and data-retention standards.

• Perform other duties as assigned.

What Makes You a Great Fit

Required Experience

• 1-2 years’ experience in heavy-duty parts, service advising, or billing/invoicing within a heavy-duty truck, trailer, or fleet repair environment.
• Working knowledge of repair order /work order documentation, including labor operations, parts pricing, and sublet or core charges.
• Familiarity with invoicing processes, payment terms, and accounting principles.
• Proficiency in Mac OS and Microsoft Office Suite, especially Excel.
• Excellent attention to detail and strong organizational skills.
• Ability to communicate effectively with technicians, service advisors, and clients.
• Problem-solving skills with a focus on resolving disputes and discrepancies.
• High school diploma or equivalent required.

Preferred Experience

• Experience as a Service Advisor, Parts Advisor, or Counter Person in a heavy-duty truck, trailer, or fleet maintenance environment.

• Knowledge of heavy-duty parts catalogs and labor time guides (e.g., MOTOR, ProDemand, or OEM equivalents).

• Experience with shop management or work order systems (e.g., Fullbay, Dossier Systems, ADP/CDK, Mitchell1, etc.).

• Associate’s or Bachelor’s degree in Accounting, Finance, or a related field.

• Experience with billing/invoicing software or ERP systems (e.g., QuickBooks, NetSuite, Sage).

Why You’ll Love Joining Our Team

• Earn What You Deserve: Competitive pay starting at $28-$33/hour, based on experience..

• Weekly Paydays: Get paid every Frida y – no waiting around!

• Invest in Your Future: 401(k) with company match.

• Health Benefits that Kick in Fast: Medical, Dental, and Vision coverage after just 30 Days!

• We’ve Got You Covered: Life & Disability Insurance for added peace of mind – because we take care of our team on and off the job.

• We’re Here for You: Access to our Employee Assistance Program for support when you need it most – we've got your back.

• Bring a Friend, Get Rewarded: Refer great talent and earn $500 per successful hire – no limits on how many bonuses you can earn!

• Grow With Us: Big Career Growth Opportunities in a rapidly expanding, forward-thinking organization.

Work Environment

• Standard office setting.

• Must be able to lift up to 10 lbs.

• Must be able to sit for up to 4 hours at a time.

Kooner Fleet Management Solutions is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants, free from discrimination and harassment. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law. We celebrate diversity and are dedicated to fostering a workplace where every team member can thrive.

Kooner Fleet Management Solutions participates in E-Verify for employment eligibility verification.

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