AP / Pre Billing Supervisor

Overview

POSITION SUMMARY

The AP / Pre\-Billing Supervisor leads the Accounts Payable and Pre\-Billing function within the Billing Operations department. This role is responsible for the accuracy, completeness, and timeliness of all pre\-submission billing activity, vendor payment workflows, and agent fee approval and disbursement. The Supervisor ensures the team consistently stages clean, compliant invoice packages for Billing Specialists while protecting agent relationships through timely, accurate payment. Vendor compliance — fee schedule enforcement, vendor master integrity, and pre\-submission control — is a core strategic responsibility of this role, not a peripheral one. The Supervisor also manages the planned transition of work currently performed by third\-party vendor Provana (phase\-out 6/30\) into the internal team and partners closely with the Billing Supervisor to support seamless end\-to\-end invoice processing.

DAILY OPERATIONS

• Monitor the pre\-billing and AP queues daily; assign and distribute workloads across onshore and offshore staff to maintain balanced throughput
• Track daily case volume, queue clearance rates, and error trends; flag bottlenecks and escalate unresolved items in real time
• Review and approve invoice packages staged by AP / Pre\-Billing Specialists before handoff to the Billing team
• Serve as the primary escalation point for complex pre\-billing discrepancies, vendor disputes, and documentation gaps
• Manage urgent client, vendor, and agent email escalations with professional, timely resolution
• Ensure all pre\-billing cases are staged and cleared within required SLA windows
• Conduct daily 1:1 check\-ins with team members to review workload, address concerns, and provide real\-time coaching
• Partner daily with the Billing Supervisor to ensure smooth handoff of submission\-ready accounts and rapid resolution of cases blocked at the pre\-billing stage
• Drive queue reduction efforts by monitoring backlogs and directing team prioritization throughout the day

VENDOR COMPLIANCE \& AGENT RELATIONSHIPS

• Own enforcement of approved vendor and agent fee schedules across all incoming invoices; ensure variances are identified, documented, and resolved before payment
• Maintain integrity of the vendor master, including contact information, payment terms, fee schedules, and tax documentation (W\-9s)
• Oversee the agent fee approval and payment process; protect agent relationships through timely, accurate payment and clear dispute resolution
• Build and maintain vendor and agent scorecards that surface compliance, accuracy, and payment performance trends
• Escalate any fee structures or vendor charges that fall outside approved rate schedules to the Billing \& AP Manager
• Serve as the primary internal point of contact for vendor and agent escalations on payment status and fee disputes

PRE\-BILLING \& INVOICE PREPARATION

• Oversee the review and validation of all incoming repossession case data — vehicle information, fees, dates, and agent assignments — before billing is initiated
• Ensure cross\-referencing of repossession orders against vendor invoices and lender fee schedules is performed accurately and consistently by the team
• Establish and enforce procedures for resolving missing or inconsistent documentation (condition reports, storage receipts, tow invoices) prior to billing submission
• Audit a daily sample of staged invoice packages to verify pre\-submission accuracy and completeness
• Identify recurring pre\-billing error patterns and implement targeted coaching or process adjustments to reduce error rates
• Maintain and improve pre\-billing queue management processes to sustain SLA compliance

ACCOUNTS PAYABLE \& FINANCE SUPPORT

• Oversee the processing of all vendor invoices for repossession agents, storage facilities, transport companies, and other third\-party providers
• Monitor AP aging balances and ensure outstanding payables are addressed within payment terms; escalate at\-risk items to the Billing \& AP Manager
• Support Month\-End Close through targeted accounting support, including impound float reconciliation, agent pay clearing, vendor accruals, and related journal entries and balance sheet account reconciliations
• Provide the Billing \& AP Manager and Finance with accurate, timely vendor and agent payment data to support cash forecasting

PROVANA TRANSITION \& PROCESS MIGRATION

• Lead the in\-sourcing of work currently performed by third\-party vendor Provana, with phase\-out targeted for 6/30
• Document existing Provana processes, build internal SOPs, and coordinate knowledge transfer into the onshore and offshore team
• Identify staffing, training, and capacity needs to absorb Provana volume without service degradation
• Track transition milestones and report progress to the Billing \& AP Manager on a defined cadence

QUALITY CONTROL \& COMPLIANCE

• Conduct daily audits of pre\-billing activity to verify that fees are permissible under applicable state repossession statutes and lender contracts
• Ensure required notices, redemption documentation, and storage fee disclosures are present in every case file before invoice staging
• Support internal and external compliance audits and lender reviews by providing organized, accurate records on request
• Track and resolve compliance flags prior to invoice submission; ensure 100% flag clearance before cases are handed to billing

TEAM LEADERSHIP \& DEVELOPMENT

• Lead, coach, and develop a team of AP / Pre\-Billing Specialists across onshore and offshore staff through regular feedback, performance reviews, and skills development
• Conduct weekly 1:1 meetings with each team member to provide structured feedback, set goals, and address performance concerns
• Onboard and train new AP / Pre\-Billing Specialists on systems, procedures, fee schedules, and compliance requirements
• Manage daily attendance, scheduling adherence, and time\-off exceptions within the team
• Recognize high performers and escalate performance concerns to the Billing \& AP Manager with supporting documentation
• Foster a culture of accuracy, accountability, vendor and agent respect, and continuous process improvement

REPORTING

• Submit daily and weekly productivity reports to the Billing \& AP Manager covering pre\-billing case counts, queue clearance rates, AP aging, agent payment timeliness, and error trends
• Document recurring operational issues and present recommended process improvements
• Track and report on vendor and agent payment aging, upcoming due dates, and at\-risk payables on a regular cadence

QUALIFICATIONS

• 4\+ years of experience in accounts payable, billing, or financial operations; experience in auto finance, repossession, collections, or other relevant industry
• 2\+ years of supervisory or team lead experience in a billing, AP, or collections environment
• Experience managing or coordinating with offshore teams preferred
• Experience leading process migrations or in\-sourcing transitions preferred
• Working knowledge of state repossession statutes and lender fee schedule compliance preferred
• Proficiency in Microsoft Office Suite (Excel, Outlook)
• Strong analytical skills with demonstrated ability to identify error patterns and implement process improvements
• Effective verbal and written communication skills; comfortable working with vendors, agents, clients, and internal leadership
• Associate degree or higher preferred; equivalent experience considered

KEY PERFORMANCE INDICATORS

Pre\-billing queue clearance rate ≥ 95% daily

Invoice data accuracy (pre\-submission) \< 2% error rate

Vendor invoice processing turnaround Within 2 business days

Agent payment timeliness (approval to pay) Within 30 days; trending toward 21

Vendor fee schedule variances identified and resolved Tracked monthly; $ recovery target with Finance

AP aging \> 30 days \< 5% of open AP

Documentation completeness on staged cases 100%

Compliance flags resolved before submission 100%

Impound float reconciliation completed by MEC

cutoff 100% monthly

QA audit completion rate 100% weekly

Specialist retention rate ≥ 90% annually

Pay: $70,000\.00 \- $75,000\.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid sick time
• Paid time off
• Referral program
• Vision insurance

Work Location: Hybrid remote in Charlotte, NC 28262