Business Operations Specialist

This role supports the billing and operations functions in a domestic supply chain and transportation environment by managing all documentation and invoicing processes online. You review and reconcile shipment documents, ensure accurate billing, enter data into warehouse management systems, and serve as a key point of contact for customers and vendors via email and phone. You work closely with Accounting, Finance, Business Operations, HR, and senior leadership to help maintain smooth, efficient business operations in a professional office setting.

• Process all billing and operations activities using online systems, avoiding any printing of documents for billing purposes.
• Collect and organize documents from product shipments to ensure all required information is complete and accurate.
• Compare accumulated shipment documents with actual delivered products to verify that documentation matches what was received.
• Confirm that billing details align with shipment documents, reconciling any discrepancies before creating invoices.
• Prepare and compile accurate invoices based on verified shipment and billing information.
• Email invoices to customers in a timely manner and maintain organized records of all billing communications.
• Respond to customer questions primarily via email and occasionally over the phone, providing clear and professional support.
• Review incoming documents from customers to ensure completeness and accuracy for operational processing.
• Transfer relevant information from customer documents into the warehouse management system (WMS).
• Send accurate and timely information to the warehouse team to support efficient product handling and logistics.
• Answer vendor questions via email and phone, managing a high volume of correspondence while maintaining excellent response times.
• Perform data entry tasks with a high level of accuracy, particularly related to invoicing and operational documentation.
• Support both billing and operations teams as needed, demonstrating flexibility and a willingness to assist across functions.
• Manage and prioritize a large number of emails daily, ensuring prompt and professional communication with internal and external stakeholders.
• Collaborate with Accounting, Finance, Business Operations, HR, and C-suite stakeholders to support broader business objectives.
• Maintain a positive, professional demeanor and contribute to a warm, team-oriented culture.
• Demonstrate strong attention to detail in all aspects of work, including document review, data entry, and invoice preparation.
• Multi-task effectively in a fast-paced environment, handling documentation, system updates, and communications concurrently.
• Act as a self-starter, taking initiative to identify and resolve issues related to billing and operations without constant supervision.

• Proven ability to perform accurate data entry, particularly in billing and operational contexts.
• Experience creating and sending invoices and reconciling billing information with shipment documentation.
• Strong proficiency with email communication tools, including Outlook, for managing a high volume of messages.
• Ability to work with warehouse management systems, such as Infor WMS, or similar top-tier WMS software.
• Working knowledge of Microsoft Access and Excel for organizing, tracking, and analyzing operational and billing data.
• Exceptional attention to detail when reviewing documents and entering data.
• Demonstrated ability to respond promptly to customer and vendor inquiries, maintaining strong response times.
• Capability to multi-task and manage competing priorities in a busy office environment.
• Self-starter mindset with the ability to work independently and take initiative.
• Positive attitude and mindset, contributing to a supportive and collaborative team environment.
• Willingness to support both billing and operations functions as necessary.

• Experience working in domestic supply chain, transportation, or logistics organizations.
• Comfort collaborating with Accounting, Finance, C-suite leaders, Business Operations, and HR teams.
• Strong verbal and written communication skills for professional email and phone interactions.
• Ability to thrive in a family-oriented, team-focused culture with long-tenured colleagues.
• Adaptability to organizational growth and evolving responsibilities as the company expands.
• Organizational skills to manage documentation, emails, and system…