Billing and Executive Support Specialist

Freight Wizards LLC

Chicago, IL

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JOB DETAILS

SKILLS

Accounting, Accounting Policies, Accounting Software, Accounts Payable, Accounts Receivable, Administrative Skills, Analysis Skills, Billing, Billing Records, Business Plan, Calendar Management, Cargo/Freight, Communication Skills, Customer Support/Service, Data Analysis, Dental Insurance, Detail Oriented, Executive Assistant Skills , Expense Management, Expense Reports, Health Insurance, Intuit Quickbooks, Meeting Minutes, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Operations Management, Order Supplies, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Reconciliation, Research Skills, Resolve Customer Issues, Sales, Schedule Development, Team Player, Time Management, Training/Teaching, Travel Planning, Trend Analysis, Vision Plan, Writing Skills

LOCATION

Chicago, IL

POSTED

30+ days ago

Benefits:

401(k)
Bonus based on performance
Company parties
Competitive salary
Dental insurance
Free food & snacks
Free uniforms
Health insurance
Opportunity for advancement
Paid time off
Training & development
Vision insurance

As a Billing and Executive Support Specialist, you will play a key role in managing invoicing and payments for both customers and carrier partners, ensuring all billing activities are accurate and completed in a timely manner. In addition to your core billing responsibilities, you will provide essential administrative support to senior management, including managing schedules, coordinating meetings, handling correspondence, and assisting with day-to-day operations. The ideal candidate will have strong accounting and organizational skills, attention to detail, and the ability to multitask effectively. You will serve as a liaison between Freight Wizard’s Sales Teams, Carrier Partners, and Customers to resolve issues, streamline communication, and support management in various operational tasks.

Key Responsibilities:

Billing & Accounting Duties:

Be in the office and ready by 07:00 AM - 04:00 PM
Review all invoices and billing documents for accuracy, ensuring the correct billing terms and charges are applied
Process incoming accounts payable and accounts receivable paperwork, verifying all transactions for accuracy
Ensure timely and accurate payments are processed to Carrier Partners and other vendors
Work with Sales Teams, Carrier Partners, and Customers to resolve any billing discrepancies or issues
Manage the accounts payable/receivable ledger to ensure payments are current and any outstanding balances are addressed promptly
Prepare and submit regular expense reports to management
Assist with month-end and year-end accounting processes, including reconciliations and audits
Analyze invoicing data to identify trends, discrepancies, or areas of improvement
Provide additional accounting support to management on ad-hoc financial projects

Executive Support Duties:

Calendar Management: Organize and manage executive schedules, including coordinating meetings, appointments, and travel arrangements
Meeting Coordination: Prepare agendas, take meeting minutes, and follow up on action items from executive meetings
Communication Liaison: Act as the main point of contact for both internal and external parties on behalf of senior management
Document Preparation: Draft and prepare various business documents including reports, presentations, and correspondence
Task Management: Track and ensure completion of executive's daily tasks, projects, and deadlines
Office Administration: Maintain a well-organized office environment, order office supplies, and ensure that the office runs smoothly
Travel Coordination: Plan and book business travel arrangements including flights, hotels, and transportation
Confidentiality: Handle sensitive and confidential information with discretion and integrity

Qualifications:

Advanced knowledge of Excel and accounting software (e.g., QuickBooks, Sage, or similar)
Proficiency in Microsoft Word, Outlook, and PowerPoint
Strong understanding of accounting principles and billing processes
Excellent problem-solving, research, and analytical skills
Strong written and verbal communication skills, with the ability to communicate effectively across teams
Ability to manage multiple deadlines and priorities in a fast-paced environment
Exceptional attention to detail and accuracy
Professional demeanor with the ability to interact effectively with all levels of staff and clients
Previous experience as an executive assistant or in an administrative support role is a plus

Billing and Executive Support Specialist

Freight Wizards LLC

Chicago, IL

About the Company

Freight Wizards LLC

Resume Resources