Job Summary:
We are seeking a detail-oriented and proactive Settlement Specialist to manage and execute the end-to-end financial settlement processes related to heavy equipment rentals. This role ensures accurate billing, reconciliations, and timely settlements with customers, vendors, and internal teams. The ideal candidate will have a strong understanding of the rental lifecycle, from dispatch to return, and be experienced in navigating complex pricing structures, usage logs, and service charges in the equipment rental industry.
Key Responsibilities:
- Billing & Invoicing: Generate, review, and finalize invoices based on rental contracts, actual usage data, fuel charges, damage assessments, and late returns.
- Settlement Processing: Reconcile discrepancies in rental agreements, usage reports (e.g., hours operated), and returns to ensure accurate settlements with customers and vendors.
- Contract Compliance: Ensure all settlements align with contractual terms, including rates, discounts, taxes, and additional service charges.
- Data Reconciliation: Work with dispatch, logistics, and field service teams to verify return times, condition reports, and equipment hours.
- Customer Communication: Resolve customer billing disputes, provide detailed transaction breakdowns, and ensure positive resolution of settlement-related inquiries.
- System Updates: Maintain accurate data in ERP or rental management systems; flag anomalies or incomplete records.
- Reporting: Prepare and deliver weekly/monthly reports on settlement trends, outstanding balances, and exception cases.
- Continuous Improvement: Identify process bottlenecks and contribute to improvements in the rental-to-cash lifecycle.
Qualifications:
- Bachelor's degree in Finance, Accounting, Business Administration or a related field (or equivalent work experience)
- 25 years of experience in settlement, billing, or accounting, preferably within the heavy equipment or logistics industries
- Familiarity with rental management software (e.g., RentalMan, Wynne, Point-of-Rental) and ERP systems (SAP, Oracle, etc.)
- Strong analytical and reconciliation skills
- Excellent communication and customer service abilities
- Detail-oriented with a high level of accuracy
- Ability to work in a fast-paced, deadline-driven environment
Preferred:
- Experience in heavy equipment rental, construction, or transportation industries
- Knowledge of fuel surcharges, equipment hours tracking, and damage claim assessments
- Understanding of regulatory and tax implications related to equipment rentals
