Summary: Administrative Accounting Coordinator The Administrative Accounting Coordinator is responsible for managing all aspects of the billing process within the branch, ensuring accurate and timely invoicing for both import and export files across all products. This role requires attention to detail, excellent organizational skills, and the ability to work closely with the operations team to maintain smooth billing operations. The Billing Coordinator will follow customer billing instructions, address any invoice discrepancies, resolve billing disputes, while meeting and exceeding established billing KPIs.
Work Location Address: 2355 Crenshaw Blvd, Suite 146, Torrance CA, 90501
Starting Hourly Rate: $40.11 per hour
Schedule: Monday-Friday, 8:00am - 5:00pm with possible overtime based on business needs (weekends included)
Duties and Responsibilities: - Post accounts receivable (AR) invoices for the operations teams.
- Responsible for billing all branch files, including both import and export transactions, for all products handled by the branch.
- Follow customer billing instructions to ensure invoices align with customer rate cards, contracts, or quotes.
- Send AR invoices to customers and upload them to third-party payment centers as necessary.
- Follow up on missing customer manifest receipts (CMRs) and documents, providing regular reminders to operations teams.
- Address invoice cancellations and corrections as required to ensure accurate records.
- Monitor and respond to changes in customer communications regarding billing, ensuring updates are processed promptly.
- Resolve billing disputes by investigating discrepancies, working with customers and internal teams to clarify and address any issues.
- Adhere to invoicing timelines and proactively remind operations teams of upcoming deadlines.
- Maintain and update invoice status in dedicated internal applications or systems.
- Input and manage shipment documentation in the CargoWise system, ensuring proper tracking of all transactions.
- Escalate any issues related to customers, suppliers, or authorities, losses or decline in profit margins to the Branch Manager as necessary for resolution.
- Meet and exceed established billing KPIs, ensuring timely and accurate invoicing and preventing delays in the billing cycle.
- Assist with audits and internal reporting related to billing activity.
- Provide excellent customer service by addressing any billing inquiries or discrepancies efficiently.
Required Skills and Abilities: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Knowledge of general bookkeeping and accounting principles.
- Proficiency in Microsoft Office Suite, particularly Excel and Outlook.
- Strong organizational skills and the ability to prioritize and manage multiple tasks simultaneously.
- Excellent communication skills, both verbal and written, to interact effectively with internal teams and clients.
- Strong problem-solving skills, especially when addressing billing discrepancies and disputes.
- Detail-oriented with a focus on accuracy in billing processes.
- Ability to work independently and within a team environment to meet tight deadlines.
Education and Experience: - Previous experience in a corporate Accounts Payable or Billing department.
- Familiarity with general accounting principles and bookkeeping practices.
- Experience in or with the freight forwarding, logistics, or supply chain industries is desirable.
- Experience using billing or ERP systems such as CargoWise is a plus.
Physical Requirements:- Prolonged periods of sitting at a desk and working on a computer.
- The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
FLSA Status: Non-exempt
