Accounts Receivable and Billing Specialist – Logistics

Department: Finance / Accounting

Reports To: Account Manager

Location: Woodland

Job Type: Full-Time | On-site

Job Overview:

We are seeking a detail-oriented and proactive Accounts Receivable and Billing Specialist to join our logistics finance team. This position is responsible for managing end-to-end billing cycles and ensuring timely collection of receivables from customers. The ideal candidate will have experience in logistics or transportation billing and a firm understanding of financial processes, industry documentation, and customer account management.

The role acts as a key liaison between the finance, operations, and customer service teams to ensure that invoices are accurate, timely, and supported by all required documentation.

Key Responsibilities:
Billing Duties

• Generate and issue timely invoices to customers for freight services, warehousing, customs clearance, and other logistics-related charges.
• Collect and verify supporting documentation for billing, such as:
  
  Bill of Lading (B/L)
  
  Proof of Delivery (POD)
  
  Delivery Notes
  
  Freight Quotes
  
  Purchase Orders
• Validate and match charges from service orders or delivery records against rate agreements and contracts.
• Ensure billing compliance with customer-specific requirements (e.g., reference numbers, format, portals).
• Coordinate with the operations team to ensure that services have been completed and documented before invoicing.

Accounts Receivable (AR) Duties

• Monitor and maintain the accounts receivable ledger to ensure all payments are accounted for and properly posted.
• Regularly update AR aging reports and follow up with customers on overdue invoices.
• Perform collection calls and send reminders, statements of accounts (SOAs), and escalation notices as needed.
• Process and allocate incoming payments (cheques, wire transfers, EFTs).
• Reconcile discrepancies and resolve short payments, credit memos, and disputed invoices.
• Liaise with customers to resolve invoice issues and obtain payment commitments.

Logistics Coordination

• Understand and interpret logistics documentation such as shipping manifests, invoices, delivery receipts, and container numbers.
• Work closely with dispatchers, freight coordinators, and customer service to ensure billing reflects accurate shipment details.
• Track shipments and delivery status to ensure timely billing.
• Support the setup of new customers in the billing system, including tax configurations, payment terms, and credit checks.

Additional Responsibilities:

• Assist in monthly closing activities including AR reports, account reconciliations, and revenue accruals.
• Prepare reports for management, including:
  
  Customer aging summaries
  
  Cash collection forecasts
  
  Billing vs revenue reports
• Ensure adherence to company credit policies and escalate high-risk or delinquent accounts to management.
• Suggest process improvements to streamline billing and collection processes.

Qualifications:
Education & Experience:.

• 2–4 years of experience in accounts receivable, billing, or finance.
• Experience in a logistics, freight forwarding, or transportation company is strongly preferred.

Technical Skills:

• Proficiency with accounting and ERP systems (e.g., SAP, Oracle, QuickBooks, TMS/FMS systems).
• Advanced Excel skills (e.g., VLOOKUP, pivot tables, basic formulas).
• Familiarity with logistics documents and billing platforms (EDI, customer portals).

Soft Skills:

• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• High attention to detail and accuracy.
• Ability to manage multiple accounts and deadlines.
• Customer-focused with a problem-solving mindset.

Preferred Knowledge:

• Understanding of freight rates, tariffs, Incoterms, customs duties, and VAT.
• Knowledge of containerized shipping, air freight, or trucking operations.
• Familiarity with international trade documentation is a plus.

Performance Metrics:

• Billing accuracy (% error rate)
• Days Sales Outstanding (DSO)
• Collection rate & customer response time
• Timeliness of month-end close processes
• Reduction in outstanding receivables

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