Billing and AP Specialist - Parcel

General position summary:

The Billing and AP Specialist is responsible for providing administrative, clerical, and financial support for operations. This role ensures accuracy, timeliness, and compliance with financial policies while serving as a liaison between operations, customers, carriers, and finance.  Duties include processing of shipment documentation, customer billing, paying vendor invoices, and daily office functions.

Essential Duties & Responsibilities:

Clerical / Administrative

• Provide general administrative support for accounting operations.
• Maintain organized financial and operational files, reports, correspondence, and spreadsheets.
• Assist with software updates, workflow administration, and communication coordination.
• Support process improvements that enhance accuracy and efficiency.

Accounts Receivable (AR)

• Prepare and issue customer invoices and billing support documentation in accordance with contracts and shipment activity.
• Reconcile shipment data to billing records and investigate/resove billing discrepancies.
• Monitor receivables, generate aging reports and statements, and assist with collections activities.
• Process credit memos, rebills, and billing adjustments.
• Maintain billing documentation to support audits and record retention requirements.

Accounts Payable (AP)

• Review and process vendor invoices, matching invoices to supporting documentation.
• Validate rates, identify billing errors, and resolve vendor discrepancies.
• Pull weekly reports for AP import into the accounting system and maintain AP records.
• Process carrier payments through online billing portals.
• Ensure proper GL coding, cost allocation, and support month-end accrual activities.

QUALIFICATONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education & Experience:

High school diploma required; associate degree preferred. 2+ years of administrative or accounting support experience. Previous experience in AR and AP processes required.

Knowledge, Skills, and Abilities:

• Knowledge of AR and AP processes.
• Strong attention to detail and accuracy, ensuring proper handling of invoices, payments, and financial records with minimal supervision.
• Effective time management and adaptability, able to meet deadlines, manage shifting priorities, and handle multiple tasks throughout the workday.
• Clear written and verbal communication skills, with the ability to interpret vendor documents, write routine reports, and communicate professionally with internal and external stakeholders.
• Basic mathematical proficiency, including the ability to calculate discounts, percentages, and reconcile figures accurately.
• Problem-solving and reasoning ability, capable of identifying discrepancies, interpreting instructions, and resolving issues within AP processes.
• Collaborative and professional demeanor, fostering positive relationships with vendors, team members, and other departments.
• Proficiency in Microsoft Office, especially Excel and Outlook, with the ability to learn and use financial systems and AP software effectively.

PHYSICAL/ENVIRONMENTAL DEMANDS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Activity Level:

While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel, see clearly and talk or hear. Must be able to occasionally lift and/or move up to 10 pounds. Occasionally required to reach with hands and arms.

Working Conditions:

Primarily located in a climate controlled office environment.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity,
national origin, disability, or status as a protected veteran.