Fleet Maintenance Billing & Portal Coordinator
Company: TTE Fleet
Location: Remote / Hybrid
Job Type: Full-Time
Department: Revenue Operations
Reports To: Revenue Operations Manager
Important Applicant Requirement
Please do not apply unless you have direct experience working with fleet maintenance authorization and billing portals such as Holman PartnerConnect, Element Fleet Management, FleetNet / Cox Fleet, Donlen / Wheels, eRepair, Auto Integrate, or similar fleet management systems.
This is not an entry-level billing role. This is not a general accounts receivable or data-entry position.
This role requires someone who already understands fleet maintenance portal approvals, repair authorizations, purchase orders, technician documentation, estimate submission, and invoice submission workflows.
Candidates without direct fleet maintenance portal experience will not be considered.
About TTE Fleet
TTE Fleet is a fast-growing mobile fleet maintenance company supporting commercial fleets with mobile truck, trailer, and equipment repair services. We work with fleet management companies, national accounts, rental fleets, and commercial customers that require accurate documentation, fast approvals, clean invoicing, and strong communication from the field to the back office.
We are looking for a highly experienced Fleet Maintenance Billing & Portal Coordinator who can help manage our fleet portal workflow and protect revenue by making sure completed work is properly documented, approved, submitted, and invoiced.
Position Summary
The Fleet Maintenance Billing & Portal Coordinator will manage day-to-day service request activity through fleet management portals and customer systems. This role is responsible for reviewing work orders, tracking authorization status, submitting estimates, confirming purchase orders, reviewing technician documentation, identifying missing information, and helping move work from WIP to invoice as quickly and accurately as possible.
The right candidate will have direct hands-on experience with fleet maintenance portals and will understand how service requests move from initial repair request to authorization, completion, documentation review, portal submission, PO approval, and final invoice.
This position sits directly in the revenue workflow for TTE Fleet. The job is not complete until the work is clean, approved, submitted, and ready to invoice.
Required Experience
To be considered for this position, candidates must have direct experience with one or more of the following systems or similar fleet maintenance authorization platforms:
- Holman PartnerConnect
- Element Fleet Management
- FleetNet / Cox Fleet
- Donlen / Wheels
- eRepair
- Auto Integrate
- Similar fleet maintenance authorization or billing portals
General billing experience alone does not qualify for this position.
Applicants must also have experience with repair orders, estimates, purchase orders, authorizations, customer approvals, technician notes, parts documentation, labor notes, invoice submission, or fleet maintenance billing workflows.
Key Responsibilities
- Manage daily portal activity for fleet management customers.
- Submit and track repair authorizations, estimates, purchase orders, supporting documentation, and invoices.
- Review work orders for billing readiness before submission.
- Verify complaint, cause, correction, technician notes, repair stories, photos, parts information, labor time, and customer approval details.
- Follow up with technicians when work orders are missing documentation, photos, stories, parts information, or repair details.
- Track open WIP and help identify what is preventing jobs from moving to invoice.
- Monitor portal status changes, approvals, rejections, and customer responses.
- Escalate urgent items, approval delays, missing documentation, and billing blockers.
- Support month-end close by helping reduce aged WIP and open service requests.
- Maintain clean records in internal systems, customer portals, and billing platforms.
- Work closely with billing, dispatch, operations, technicians, and management to close the loop on service work.
What We Need You to Already Understand
The right candidate should already understand how to work through questions like:
- Has the repair been authorized?
- Has the PO been issued?
- Is the estimate submitted correctly?
- Are the photos attached?
- Are the 3Cs complete?
- Is the technician story strong enough for approval?
- Are labor and parts documented correctly?
- Is the portal updated?
- Is the job ready to bill?
- If not, who owes the next answer?
This role requires someone who can look at a work order and know what is missing before it delays the invoice.
Required Qualifications
- Direct experience with fleet maintenance authorization or billing portals.
- Experience submitting repair estimates, authorization requests, POs, invoices, or supporting documentation.
- Experience reviewing technician documentation for billing or approval readiness.
- Experience in fleet maintenance, truck repair, trailer repair, diesel repair, automotive service, equipment service, rental fleet service, or commercial fleet operations.
- Strong attention to detail.
- Strong follow-up skills.
- Ability to work across multiple systems throughout the day.
- Ability to communicate clearly with technicians, billing staff, operations, customers, and management.
- Ability to work in a fast-paced service environment with daily urgency.
Preferred Experience
Experience with any of the following is strongly preferred:
- Fullbay
- FMC Portals
- Heavy-duty truck or trailer repair billing
- Mobile fleet maintenance operations
- Fleet management company workflows
- National account billing
- Customer portal invoicing
- Warranty, claims, or approval-based billing
- Month-end WIP review and closeout
What Success Looks Like
Success in this role means:
- Completed work gets reviewed quickly.
- Missing documentation is identified early.
- Technicians receive clear follow-up when information is missing.
- Portal submissions are accurate and complete.
- POs and approvals are tracked aggressively.
- WIP does not sit due to preventable paperwork issues.
- Invoices are submitted cleanly and quickly.
- Month-end close becomes smoother, faster, and more predictable.
Work Style
This role requires someone organized, persistent, and comfortable chasing answers.
Fleet maintenance is fast moving. Trucks are down, customers are waiting, technicians are in the field, and revenue can get trapped when documentation, approvals, or portal submissions are not managed correctly.
We need someone who can move quickly without getting sloppy.
Schedule
Full-time position.
Monday through Friday.
Additional support may be needed during high-volume periods or month-end close.
Compensation
Compensation based squarely on experience.
Candidates with proven experience in Holman, Element, FleetNet, Donlen / Wheels, eRepair, Auto Integrate, Fullbay, or similar systems will be prioritized.
TTE Fleet is growing quickly, and we need a person who can help keep completed work moving through the portal, approval, and billing process without delay.
If you have direct experience with fleet maintenance portals and understand how to turn completed service work into clean, approved, invoiceable revenue, we want to talk to you.
Pay: $25.00 - $32.00 per hour
Benefits:
- AD&D insurance
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
- Work from home
Application Question(s):
- Which fleet maintenance or repair authorization portals have you personally worked in?
- What portal tasks have you personally performed?
A. Submitted repair estimates for approval
B. Uploaded labor, parts, photos, and technician notes
C. Reviewed NTE Limits
D. Requested revised authorization
E. Added or corrected purchase order information
F. Submitted completed invoices
G. Resolved rejected work order requests
H. Followed up on aging approvals
I. None of the Above
- What should happen if a completed repair exceeds the approved NTE or authorization limit?
A. Submit the invoice anyway for payment
B. Reduce the invoice to match the approval without review
C. Request additional approval or revised authorization before final billing
D. Delete some labor or parts from the work order to bring it in line with the authorized amount.
- Have you directly submitted estimates, invoices, approvals, or repair documentation through fleet maintenance portals?
A. Yes daily
B. Yes occasionally
C. I have seen portals but was not responsible for submitting
D. No
- Which technician story would be the strongest for billing submission?
A. Fixed trailer lights for repair
B. Worked on trailer found bad light, repaired harness
C. Customer stated trailer marker lights were inoperative. Inspected wiring and found damaged harness near rear crossmember. Repaired harness and replaced failed rear marker light. Tested operation and confirmed all lights working properly
D. Lights are bad, need replaced
- Have you personally handled rejected invoices or denied portal submissions?
A. Yes, I regularly corrected and resubmitted rejected invoices
B. Yes, But on occasionally
C. No, someone else handled that
D. No experience with rejected portal invoices
- Have you worked inside Fullbay or another fleet maintenance management system before? If yes please expand on your experience.
- Which industry best describes your billing or administrative experience?
A. Automotive Repair
B. Construction or equipment rental
C. Heavy-duty Truck, Trailer, Fleet, Diesel or equipment repair
D. Medical billing
E. Retail or other
F. General office
- What has you looking for a change in employment or change in general?
Work Location: Remote
