Accounts Receivable and Billing Specialist

**Department**:Finance / Accounting
**Reports To**:Account Manager
**Location**:Woodland

**Job Type**:Full-Time | On-site

**Job Overview**:
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