Finance & Operations Coordinator

JOB SPECIFICATION Finance & Operations Coordinator

Transportation, Freight Brokerage and Group Business Support

Location:

Salem, New Hampshire - On-site

Employment:
Full-time

Reports to:

CFO and Operations Manager

Primary focus:
Asset-based trucking and freight brokerage

A hands-on role for an organised, commercially aware individual who can take ownership of billing, financial administration, driver and insurance records, regulatory filings and group-wide operational support.

The group is transportation and logistics businesses within a privately owned. The businesses provide asset-based trucking and freight brokerage services, including refrigerated, time-sensitive, airfreight and general freight movements.

The wider Group also has interests in real estate and manufacturing. This position will primarily support the transportation and freight brokerage businesses, with approximately 5-10% of working time allocated to selected finance, administration and project support across other Group businesses.

The Finance & Operations Coordinator supports the day-to-day financial administration and office operations of a busy trucking and freight brokerage company. The position works closely with the CFO, Operations Manager and CEO to ensure invoices are submitted correctly, receivables are followed up, bills are prepared for timely payment, fuel documentation is current, driver records are complete and insurance and regulatory matters are properly organised.

This is not a primary dispatching position. It is a practical, deadline-driven coordination role requiring strong understanding, accuracy, follow-through and the confidence to chase missing information until each task is fully completed.

• Review rate confirmations, bills of lading, proof-of-delivery documents, accessorial receipts and other supporting paperwork before invoicing.
• Prepare and submit customer and broker invoices accurately and promptly through the appropriate billing, customer or factoring process.
• Follow up with brokers and customers regarding missing documents, rejected invoices, short payments, past-due balances and payment status.
• Maintain an accurate accounts receivable follow-up tracker and provide a concise weekly status report to management.
• Enter and organise vendor bills, maintain a schedule of payments due and prepare supporting documentation for management approval.
• Prepare payment runs for approval while observing the Group's payment controls; the role does not have unilateral authority to release payments.
• Upload, code and reconcile fuel receipts and related driver or vehicle expenses daily, investigating missing or inconsistent records.
• Support carrier invoice review and payment administration for freight brokerage activity.
• Assist with month-end record preparation, account reconciliations, management reporting and requests from the CFO or external accounting advisers.

• Maintain accurate electronic load files containing rate confirmations, customer instructions, bills of lading, proof of delivery and accessorial documentation.
• Support accurate data entry and load close-out within transportation, accounting and document-management systems.
• Coordinate the administrative setup and maintenance of customer, broker, carrier and vendor records, including required supporting documents.
• Track missing paperwork, detention, lumper charges and other accessorial items to support complete billing and recovery.
• Respond professionally to routine customer, broker, carrier and vendor enquiries, escalating operational or commercial decisions when necessary.
• Prepare recurring reports covering billing status, open documentation, collections activity, fuel records and operational exceptions.
• Provide administrative support to the Operations Manager and limited operational backup during periods of high workload, without serving as the primary dispatcher.

• Maintain complete, orderly and confidential driver files, including licences, medical documentation, qualification records and other required records.
• Coordinate pre-employment, random and other required drug and alcohol testing, record results and track outstanding actions.
• Maintain an expiry calendar for driver, vehicle, insurance, registration, permit and testing requirements, providing advance notice before action is due.
• Support the administrative handling of insurance incidents and claims by collecting statements, photographs, reports, estimates and other requested documentation.
• Maintain an insurance claims tracker, follow up on open requests and coordinate routine communication with insurance brokers, adjusters and internal stakeholders.
• Prepare and maintain certificates of insurance, vehicle schedules, policy records and renewal documentation.
• Organise mileage, fuel and vehicle records needed to support IFTA, HUT and other transportation tax or permit…