Billing and AP Specialist - Parcel

Essential Duties & Responsibilities

• Clerical / Administrative
• Provide general administrative support for accounting operations.
• Maintain organized financial and operational files, reports, correspondence, and spreadsheets.
• Aid 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/resolve 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.

Qualifications

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

• Primarily located in a climate controlled office environment.
• Sit, use hands to finger, handle, or feel, see clearly and talk or hear.
• Occasionally lift and/or move up to 10 pounds.
• Occasionally required to reach with hands and arms.