MBS Inc. employs 45 people working on the Ford of Canada team in several departments at their Company Headquarters in Oakville Ontario, at the Innovation Connectivity Centre in Ottawa (Kanata), as well as at Volvo Cars of Canada Corp in Richmond Hill, Ontario.
Serving Sales, Marketing, Financial Services, Payroll, Dealer Claims Payments, Treasury, IT, Human Resources, and National Service Operations Departments.
MBS fully complies with all AODA (Accessibility for Ontarians with Disabilities Act) legislation and encourages all applicants to request assistance whenever required for interviews.
All applicants must be legally allowed to permanently work in Canada.
Position Summary
The Dealer Billing Operations Administrator plays a critical role within Ford Technology Solutions (FTS), supporting Ford of Canada dealers through the administration of technology equipment leasing, purchasing, billing, and asset management processes. This position is responsible for ensuring the accuracy and integrity of dealer billing, coordinating equipment orders, managing lease schedules, and maintaining strong relationships with suppliers and dealerships.
Success in this role requires exceptional organizational skills, attention to detail, strong analytical abilities, and a methodical approach to managing recurring monthly processes. The ideal candidate is highly proactive, adaptable to changing systems and processes, and committed to delivering accurate and timely results.
Key Responsibilities
Billing and Financial Administration
- Manage all dealer billing activities, ensuring accuracy, completeness, and timely processing.
- Investigate and respond to dealer billing inquiries and discrepancies.
- Reconcile invoices and receipts prior to approval and payment.
- Process billing adjustments, credits, hardware additions, hardware removals, toner charges, drum charges, and lease-related transactions.
- Generate and review monthly billing reports to ensure all billing activities are completed before billing cycles run.
- Create and manage expense and project purchase requests (ORs) and related documentation.
Purchasing and Order Management
- Submit, manage, and track dealer equipment orders for computers, printers, network devices, and related technology assets.
- Coordinate equipment procurement with approved vendors and suppliers.
- Monitor shipments and follow up on delayed or missing deliveries.
- Ensure order accuracy, particularly during large-scale hardware refresh initiatives where returns may be restricted.
Lease and Asset Management
- Work closely with suppliers to manage equipment lease schedules and related invoicing.
- Track lease payouts and ensure proper financial reconciliation.
- Maintain accurate records of leased technology assets.
- Determine asset values for dealer buyouts, lease assumptions, and equipment returns.
Dealer and Vendor Support
- Serve as a point of contact for dealers regarding billing, equipment orders, and leasing inquiries.
- Collaborate with vendors and suppliers to resolve purchasing, shipping, and invoicing issues.
- Maintain positive working relationships with internal stakeholders, dealerships, and external partners.
Process Management and Continuous Improvement
- Follow established monthly procedures and desk processes to ensure operational consistency.
- Research and investigate asset histories, billing records, and equipment information when required.
- Adapt to new software, tools, and business processes as they are introduced.
- Maintain accurate documentation and procedural notes.
Additional Responsibilities
- Perform other related duties as assigned.
- Support departmental initiatives and special projects as required.
Required Qualifications
Education and Experience
- Post-secondary education in Business Administration, Accounting, Finance, Information Technology, or a related field preferred.
- Experience in billing administration, leasing operations, procurement, accounting support, or asset management preferred.
- Experience working with technology equipment leasing or dealer operations is considered an asset.
Technical Skills
- Microsoft Office Suite (Excel, Word, Outlook)
- SAP Business Network (Ariba Requisitioner Experience)
- IBM Host on Demand (HOD)
- SharePoint
- OneNote
- CMOD Reporting
- Autotask Ticketing System
- DATTO RMM
- Dell Premier
- Lexmark Portal and Installation Tracking
- Panasonic Orderwerks
Preferred Knowledge
- Basic accounting and financial reconciliation principles.
- Understanding of asset lifecycle management and equipment leasing processes.
- Experience reviewing invoices, lease schedules, and billing reports.
Key Competencies
Organization and Attention to Detail
- Exceptional organizational and time management skills.
- Ability to manage multiple priorities while maintaining accuracy.
- Strong attention to detail and commitment to billing integrity.
Analytical and Problem-Solving Skills
- Ability to research, analyze, and reconcile information from multiple sources.
- Strong investigative mindset for resolving billing, asset, and ordering discrepancies.
Communication and Customer Service
- Professional communication skills with dealers, suppliers, and internal stakeholders.
- Ability to explain billing and leasing information clearly and effectively.
Adaptability and Initiative
- Demonstrates flexibility in a changing technology environment.
- Proactively identifies issues and pursues solutions independently.
- Quickly learns and adapts to new systems and processes.
Reliability and Accountability
- Consistently follows established procedures and deadlines.
- Takes ownership of responsibilities and delivers accurate results.
- Maintains confidentiality and professionalism when handling financial information.
Critical Success Factors
- Billing accuracy and completeness.
- Timely processing of Dealer orders and lease-related transactions.
- Effective management of monthly billing cycles.
- Accurate tracking of assets, invoices, receipts, and lease schedules.
- Strong organizational discipline and process adherence.
Key Attribute for Success: Highly Organized. This role requires a methodical, detail-oriented professional who can manage complex billing, purchasing, and leasing processes with precision and consistency.
Job Type: Full-time
Pay: $27.00-$30.00 per hour
Schedule:
Education:
- Secondary School (required)
Experience:
- Microsoft Excel: 10 years (required)
- Business: 10 years (required)
- SAP (Ariba): 5 years (preferred)
- Office: 10 years (required)
- Ordering, invoicing, tracking: 10 years (required)
Language:
Work Location: Remote
