Accounts Payable & Receivable Specialist

Experience in freight, logistics, or transportation billing is preferred, as the role involves shipment-based invoicing, supporting documents, and industry-specific charges. Accuracy, organization, and knowing when to clarify discrepancies rather than make assumptions are essential.

Key Responsibilities:

Accounts Receivable & Customer Invoicing

* Prepare and issue customer invoices in QuickBooks Online using approved billing amounts and shipment details.
* Verify customer information, shipment references, charges, and supporting documents before invoicing.
* Track incoming payments, monitor overdue balances, and flag discrepancies.
* Prepare weekly accounts receivable and bank deposit summaries.
* Maintain accurate customer records and update sales commission reports when applicable.

Accounts Payable & Supplier Bills

* Collect and review supplier invoices and supporting documents.
* Enter supplier bills into Bill.com, checking for duplicate invoices and verifying amounts and due dates.
* Ensure bills are entered before weekly approval deadlines.
* Maintain supplier statements of account and provide updates when requested.
* Route bills for approval and follow established payment procedures.

Billing Reports & Financial Reconciliation

* Prepare shipment-level profit and loss reports using Excel.
* Prepare weekly statements of account and supporting billing reports for customers.
* Reconcile invoices, shipment costs, pricing, and supporting documentation before submitting billing packages.
* Prepare monthly accounts payable and receivable reports.
* Monitor outstanding customer balances and follow up on payment confirmations as needed.

Data Management & Documentation

* Maintain organized and accurate financial records across QuickBooks Online, Bill.com, Excel, Google Sheets, and Airtable.
* Review shipment records and supporting documents to confirm that required information is complete.
* Prepare pricing sheets using approved rates and instructions.
* Follow established filing conventions and maintain proper documentation for all transactions.

Qualifications & Ideal Traits:

Must-Have

* At least 3 years of combined accounts payable and accounts receivable experience.
* Hands-on experience using QuickBooks Online for invoicing and accounts receivable.
* Experience with Bill.com for supplier bill entry and approval workflows.
* Strong Excel skills, including lookups, pivot tables, and financial reporting.
* Experience preparing invoices, reconciling transactions, and tracking outstanding balances.
* Strong attention to detail and ability to meet recurring deadlines.
* Good written English communication skills.
* Ability to follow documented procedures and escalate unclear charges, discrepancies, or approval questions rather than making assumptions.
* Highly organized, dependable, and capable of working independently.

Preferred

* Previous experience in freight forwarding, logistics, third-party logistics (3PL), or transportation billing.
* Familiarity with shipment documentation, proof of delivery (POD), accessorial charges, lane pricing, and warehouse markups.
* Experience with Airtable and Google Sheets.
* Experience preparing customer statements of account and managing recurring billing and collection cycles.

Working Environment:

* Fully remote position.
* Deadline-driven role with recurring weekly and monthly deliverables.
* Requires accuracy when handling high-volume invoices, supplier bills, and shipment-related financial records.
* Works closely with internal team members to clarify billing details and resolve discrepancies.
* Requires sound judgment, clear communication, and consistent follow-through.
* Payment approvals and payment scheduling remain the responsibility of authorized personnel; the specialist handles preparation, documentation, and reporting.