Operations and Accounting Administrative Assistant

PTP Transport is hiring an Operations and Accounting Administrative Assistant who thrives in a fast‑paced transportation environment and is ready to wear multiple hats. This role supports the Chief Operating Officer and assists in the coordination and management of billing, accounts receivable, and accounts payable while supporting payroll processing and a range of human resources functions including onboarding, training coordination, and occasional recruitment assistance.

You will work directly with drivers, carriers, vendors, and internal teams, making strong communication and attention to detail essential to success in this position. The ideal candidate is willing to learn and brings a proactive, solutions‑oriented mindset to every task.

• Generate, review, and submit freight invoices to customers in a timely and accurate manner.
• Monitor accounts receivable aging reports and follow up on outstanding balances to support healthy cash flow.
• Process incoming bills and invoices from carriers, vendors, and service providers.
• Reconcile payments, credits, and adjustments in accounting and transportation management systems.
• Coordinate with dispatchers and operations staff to verify load documentation, rate confirmations, and proof of delivery before invoicing.
• Assist with collections activity and escalated unresolved balances as needed.
• Maintain organized, accurate financial records in compliance with company policy.

• Assist in the preparation and processing of weekly or bi‑weekly payroll for drivers and staff.
• Verify driver logs, trip reports, and mileage records against payroll data for accuracy.
• Process driver settlements, fuel card reconciliations, and reimbursements.
• Support compliance with applicable payroll tax regulations and reporting requirements.
• Coordinate with HR and operations to ensure new hire and termination information is reflected accurately in payroll.

• Serve as a point of contact for internal and external inquiries related to billing, payroll, and HR.
• Maintain and update records in applicable management systems and accounting software.
• Prepare routine reports and summaries for management as requested.
• Perform other duties as assigned by the COO.

• Coordinate and assist with the full recruitment and onboarding cycle, including posting positions, scheduling interviews, and processing new hire paperwork as needed.
• Support hiring managers by preparing interview materials.
• Facilitate driver and office staff onboarding, including orientation scheduling, document collection, and system setup.
• Maintain employee records, personnel files, and HR documentation in compliance with applicable regulations.
• Assist with coordination of safety training, compliance certifications, and ongoing driver education programs.
• Support benefits enrollment and act as a point of contact for employee questions on HR‑related matters.
• Help maintain compliance with FMCSA, DOT, and FMLA requirements as they relate to driver and employee records.

• High school diploma or GED required.
• Associate or bachelor’s degree in business administration, accounting, or related field strongly preferred or equivalent work experience.

• Collections or accounts receivable experience beneficial.
• Experience in transportation/logistics/freight brokerage industry a plus.

• Communication Excellence:
  Outstanding verbal and written communication skills with the ability to effectively communicate with customers, carriers, drivers, and internal teams.
• Customer Service Orientation:
  Strong focus on customer satisfaction and service.
• Problem Solving:
  Critical thinking and analytical skills to identify and resolve issues quickly.
• Multi‑tasking:
  Ability to manage multiple priorities and switch between tasks seamlessly.
• Time Management:
  Efficient time management with ability to work under pressure and.
• Reliability:
  Dependable with strong work ethic and commitment to quality.
• Decision Making:
  Sound judgment in making decisions within…