Vendor Billing Specialist

Date: Jun 1, 2024

Location: Irvine, California, US

Company: Kia America, Inc.

At Kia, we’re creating award-winning products and redefining what value means in the automotive industry. It takes a special group of individuals to do what we do, and we do it together. Our culture is fast-paced, collaborative, and innovative. Our people thrive on thinking differently and challenging the status quo. We are creating something special here, a culture of learning and opportunity, where you can help Kia achieve big things and most importantly, feel passionate and connected to your work every day.

Kia provides team members with competitive benefits including premium paid medical, dental and vision coverage for you and your dependents, 401(k) plan matching of 100% up to 6% of the salary deferral, and time off starting at 14 days per year. Kia also offers company lease and purchase programs, company-wide holiday shutdown, paid volunteer hours, and premium lifestyle amenities at our corporate campus in Irvine, California.




 The key function is primary administrative support of Retail Development Department’s daily operations and ongoing programs.  The Administrator duties will include interactions with regional personnel and vendors, processing of vendor and dealer payments, dealer data-base management and addendum tracking, collection of information and documents, and other administrative activities to assist the department generally.

Major Responsibilities

1st Priority - 35%   

Assist the Brand Representation Manager with administration of department budget, including monthly accruals, KIFAP tracking reports, and all PR/PO and vendor invoice processing.  Administer Dealer payments and billing for facility, signage and retail display program projects. Manage final Dealer billing sign-offs for NDLS.  Support department management in the deployment, and ongoing payment tracking (if applicable), of various programs affecting the Dealer network including but not limited to KIFAP, POS kits, EV vehicle specific kits, etc. 

2nd Priority - 30%

Support Department Managers with maintenance of Dealer records and files (electronic and hard copy), updating department databases, scanning and uploading documents and photos, and assisting with accurate and timely filing of records.  Complete data entry of all new facility information from buy/sells, relocations, renovations and signage upgrades.  Administer and coordinate all Department mailings to the Dealer body.

3rd Priority - 15%

Support the Brand Representation Managers in activities pertaining to the processing and review of sign proposals from the Dealer sign vendor, including collection of information and documentation from dealer files and records need to review and assess proposals.


4th Priority - 10%

Ad hoc special projects to support Department objectives, as assigned by Management and other duties as assigned.


5th Priority - 5%

Assist Department Management in meeting planning (incl. Regional and Dealer training) and meeting scheduling (RD Calendar), expense report processing, and travel arrangements.  Responsible for ensuring that policies related to travel and purchase requisitions are enforced with proper approvals.



6th Priority - 5%

Ensure the Department’s compliance with document retention, storage, and processes and procedures documentation. 


  •  Bachelor’s degree in Business Management or related major from an accredited college or university (work experience may be given consideration in lieu of a degree).

Overall Experience

  •  Minimum three to five years wholesale or retail automotive or applicable business experience. 

Directly Related Experience

  •  Project coordination, billing and payment processing, interaction with internal and external customers, SAP/FSM, and HR/Travel systems.

Position Requirements:

  • Occasional travel may be required domestically and/or internationally

  • May need to work additional hours outside of normal business hours as required by the job, including weekends or holidays

  • Perform other duties as assigned


Strong PC skills including Access, Word, Excel and PowerPoint
Strong Excel skills, including ability to create and maintain complex spreadsheets, pivot tables, macros and formulas.
Ability to thrive in a fast-paced environment, demonstrating adaptability with changing priorities and deadlines.
Ability to manage multiple tasks simultaneously, prioritizing based on urgency and importance, effectively managing time and resources.
Experience with SAP
Advanced administrative skills.
Well-organized, with ability to multi-task & complete projects as assigned
Excellent attention to detail


CHALLENGE - Solving Complex Problems
COLLABORATION - Building and Supporting Teams
CUSTOMER - Serving Customers
GLOBALITY - Showing Community and Social Responsibility
PEOPLE - Interacting with People at Different Levels

Pay Range

$65,630.00 - $85,500.00 

Pay will be based on several variables that are unique to each candidate, including but not limited to, job-related skills, experience, relevant education or training, etc.


Equal Employment Opportunities

KUS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, ancestry, national origin, sex, including pregnancy and childbirth and related medical conditions, gender, gender identity, gender expression, age, legally protected physical disability or mental disability, legally protected medical condition, marital status, sexual orientation, family care or medical leave status, protected veteran or military status, genetic information or any other characteristic protected by applicable law.  KUS complies with applicable law governing non-discrimination in employment in every location in which KUS has offices.  The KUS EEO policy applies to all areas of employment, including recruitment, hiring, training, promotion, compensation, benefits, discipline, termination and all other privileges, terms and conditions of employment.


Disclaimer:  The above information on this job description has been designed to indicate the general nature and level of work performed by employees within this classification and for this position.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

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