Accounting Specialist

Location: Ellabell

Position Summary The Admin & Billing (Sr.) Specialist is responsible for supporting daily administrative operations, customer billing processes, driver settlement validation, and operational documentation management for the SCM Operations team. This position plays a critical role in ensuring accurate and timely invoicing, maintaining operational records, validating billing and settlement data, supporting customer reporting requirements, and coordinating administrative activities between Operations, Finance, Customers, and Drivers.

At the Senior Specialist level, this position serves as a subject matter resource for billing processes, supports complex customer accounts, assists with process improvements, and helps train and guide junior team members to ensure operational accuracy and efficiency. Responsibilities
1. Billing & Revenue Administration
• Process daily customer billing and invoicing activities for transportation and logistics services.
• Review and validate PODs, shipping records, dispatch documentation, customer portals, EDI transactions, and supporting billing documents.
• Ensure accurate application of contracted rates, fuel surcharges, detention, demurrage, chassis usage, storage fees, and other accessorial charges.
• Enter, maintain, and verify billing data within Transportation Management Systems (TMS) and internal databases.
• Monitor billing status and proactively resolve missing documentation or unbilled shipments.
• Support month-end revenue reconciliation and billing close activities.
• Serve as the first escalation point for complex billing issues, customer-specific requirements, and invoice discrepancies.
2. Driver Settlement & Cost Validation
• Validate operational cost drivers including fuel charges, mileage-based billing, and equipment usage fees.
• Review weekly driver settlements for completeness and accuracy.
• Validate mileage, dispatch records, fuel reimbursements, accessorial pay, and settlement adjustments.
• Compile and maintain supporting settlement documentation.
• Coordinate with Operations, Safety, and Payroll teams to resolve settlement discrepancies.
• Ensure settlement submissions are completed accurately and within established deadlines
3. Administrative & Documentation Support
• Maintain operational records, customer files, contracts, rate sheets, and supporting documentation.
• Prepare operational reports, KPI summaries, billing status reports, and administrative tracking logs.
• Assist with customer onboarding documentation and operational setup requirements.
• Coordinate document retention and compliance with company recordkeeping standards.
• Support office administrative functions, including scheduling, correspondence, filing, and internal reporting activities.
• Assist management with special projects, audits, and operational reporting requests.
4. Customer & Cross-Functional Coordination
• Communicate professionally with customers regarding billing inquiries, documentation requests, and invoice corrections.
• Collaborate with Operations, Dispatch, Customer Service, Finance, and Payroll teams to ensure accurate information flow.
• Support timely resolution of customer disputes and aging receivables.
• Maintain strong working relationships with internal and external stakeholders.
5. Process Improvement & System Support
• Identify opportunities to improve billing accuracy, operational efficiency, and documentation workflows.
• Support implementation of TMS enhancements, automation initiatives, and process standardization projects.
• Assist with development and maintenance of SOPs, work instructions, and training materials.
• Support onboarding and training of new Billing and Administrative team members. Qualifications
• 3+ years of experience in billing, invoicing, transportation administration, logistics operations support, accounting operations, or related fields.
• Strong understanding of transportation documentation and billing processes.
• Intermediate to advanced Microsoft Excel skills, including Pivot Tables, VLOOKUP/XLOOKUP, and data analysis functions.
• Excellent organizational skills and attention to detail.
• Ability to manage…