Billing & Administrative Specialist

We are a logistics company specializing in linehaul transportation, home delivery, and assembly of outdoor residential backyard equipment. We are seeking a detail\-oriented Billing \& Administrative Specialist to manage invoice approvals, billing processes, and administrative coordination across our operations.

This role is critical to ensuring accurate financial processing between our installers, trucking partners, final mile agents, and clients.

Invoice Management \& Approval

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• Review, verify, and approve invoices from installers, trucking companies, and final mile delivery agents
• Ensure invoices align with contracted rates, service completion, and supporting documentation
• Identify discrepancies and resolve issues with vendors
• Maintain organized records of all incoming invoices

Client Billing

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• Generate accurate and timely invoices to clients based on completed jobs
• Ensure billing reflects agreed pricing and services performed
• Submit invoices through client\-required systems or portals
• Track billing status and follow up on outstanding payments

Administrative Support

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• Coordinate between operations, dispatch, and finance teams
• Maintain job and billing data in internal systems
• Assist with reporting on billing metrics, costs, and margins
• Support documentation management and process improvements

Process \& Compliance

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• Ensure compliance with company policies and client billing requirements
• Help develop and improve billing workflows and approval processes
• Maintain confidentiality and accuracy in financial data
• Work with IT teams to develop and implement AI\-driven automated processes to improve billing accuracy, efficiency, and scalability
• 2\+ years of experience in billing, invoicing, or administrative roles
• Strong attention to detail and accuracy
• Proficiency in Microsoft Excel and accounting systems
• Ability to manage high volumes of invoices
• Strong communication and problem\-solving skills

Preferred:

• Experience in logistics or transportation
• Familiarity with TMS or ERP systems
• Experience with contractor/vendor billing