Billing Specialist

Position Summary

The Billing Specialist is responsible for the accurate and timely preparation, processing, and distribution of customer invoices using the Apex software system. This position works closely with the Scale Manager, Inside & Outside Sales, and the Accounting Department to ensure all shipment information is complete, verified, and billed correctly. The Billing Specialist plays a critical role in maintaining customer satisfaction by ensuring invoices are accurate, timely, and compliant with customer contracts and company policies.

Essential Duties and Responsibilities

• Prepare and process all customer invoices using the Apex software system.
• Verify shipment information, weights, pricing, freight charges, and supporting documentation before invoicing.
• Collaborate with the Inside Sales and Outside Sales teams to resolve pricing discrepancies, contract questions, and customer billing issues.
• Work with Operations and Dispatch to verify deliveries and resolve shipment discrepancies prior to billing.
• Review customer contracts, pricing agreements, and freight charges to ensure invoices are generated accurately.
• Distribute invoices to customers in accordance with customer requirements and company procedures.
• Respond promptly to customer billing inquiries and resolve invoice discrepancies in a professional and timely manner.
• Maintain regular communication and correspondence with the Business Unit Controller regarding billing activities, financial reporting, customer account issues, invoice adjustments, and process improvements.
• Cook with the Accounting Department to support accounts receivable activities, payment research, reconciliations, credit and debit memos, customer account maintenance, and month-end closing processes.
• Provide billing reports and supporting documentation to the Accounting Department as requested.
• Aid in internal and external audits by maintaining complete and organized billing records.
• Monitor daily billing activity to ensure all completed shipments are invoiced within established timelines.
• Identify opportunities to improve billing accuracy and efficiency through process improvements.
• Maintain confidentiality of customer information and financial records.

Required Qualifications

• High school diploma or equivalent required.
• Minimum of two years of billing, accounting, accounts receivable, or administrative experience.
• Strong computer skills, including Microsoft Office Suite (Excel, Outlook, and Word).
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.

Preferred Experience

• Associate's degree in Accounting, Business Administration, or a related field preferred.
• Experience using ERP or accounting software; experience with Apex software is strongly preferred.
• Manufacturing, transportation, logistics, mining, or industrial industry experience is preferred.

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Ability to view computer screens and printed materials with or without reasonable accommodation.
• Occasional standing, walking, bending, or lifting light office materials (up to 10–15 pounds).
• Ability to communicate effectively in person, by phone, and via virtual meeting platforms.
• Work Environment: Primarily office-based professional work environment. Standard business hours, with occasional extended hours during peak periods.
• Daily communication with customers, Sales, Operations, the Scale Manager, the Business Unit Controller, and the Accounting Department.
• Occasional overtime may be required during month-end close or periods of high business activity.