Billing and Executive Support Specialist

9 hours ago

Chicago, Illinois, United States Freight Wizards LLC Full time

Job Description
As a
Billing and Executive Support Specialist
, you will play a key role in managing invoicing and payments for both customers and Carrier Partners, ensuring all billing activities are accurate and completed in a timely manner. In addition to your core billing responsibilities, you will provide essential administrative support to senior management, including managing schedules, coordinating meetings, handling correspondence, and assisting with day-to-day operations. The ideal candidate will have strong accounting and organizational skills, attention to detail, and the ability to multitask effectively. You will serve as a liaison between Freight Wizard's Sales Teams, Carrier Partners, and Customers to resolve issues, streamline communication, and support management in various operational tasks.

Key Responsibilities:
Billing & Accounting Duties:

  • Be in the office and ready by 07:00 AM - 04:00 PM
  • Review all invoices and billing documents for accuracy, ensuring the correct billing terms and charges are applied
  • Process incoming accounts payable and accounts receivable paperwork, verifying all transactions for accuracy
  • Ensure timely and accurate payments are processed to Carrier Partners and other vendors
  • Work with Sales Teams, Carrier Partners, and Customers to resolve any billing discrepancies or issues
  • Manage the accounts payable/receivable ledger to ensure payments are current and any outstanding balances are addressed promptly
  • Prepare and submit regular expense reports to management
  • Assist with month-end and year-end accounting processes, including reconciliations and audits
  • Analyze invoicing data to identify trends, discrepancies, or areas of improvement
  • Provide additional accounting support to management on ad-hoc financial projects

Executive Support Duties:

  • Calendar Management: Organize and manage executive schedules, including coordinating meetings, appointments, and travel arrangements
  • Meeting Coordination: Prepare agendas, take meeting minutes, and follow up on action items from executive meetings
  • Communication Liaison: Act as the main point of contact for both internal and external parties on behalf of senior management
  • Document Preparation: Draft and prepare various business documents including reports, presentations, and correspondence
  • Task Management: Track and ensure completion of executive's daily tasks, projects, and deadlines
  • Office Administration: Maintain a well-organized office environment, order office supplies, and ensure that the office runs smoothly
  • Travel Coordination: Plan and book business travel arrangements including flights, hotels, and transportation
  • Confidentiality: Handle sensitive and confidential information with discretion and integrity

Qualifications:

  • Advanced knowledge of Excel and accounting software (e.g., QuickBooks, Sage, or similar)
  • Proficiency in Microsoft Word, Outlook, and PowerPoint
  • Strong understanding of accounting principles and billing processes
  • Excellent problem-solving, research, and analytical skills
  • Strong written and verbal communication skills, with the ability to communicate effectively across teams
  • Ability to manage multiple deadlines and priorities in a fast-paced environment
  • Exceptional attention to detail and accuracy
  • Professional demeanor with the ability to interact effectively with all levels of staff and clients
  • Previous experience as an executive assistant or in an administrative support role is a plus

Location:
Chicago, IL

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