Billing and Executive Support Specialist

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.

• 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

• 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

• Advanced knowledge of Excel and accounting software (e.g., Quick Books, Sage, or similar)
• Proficiency in Microsoft Word, Outlook, and Power Point
• 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

Chicago, IL