Billing & Collections Specialist

1. The Billing & Collections Specialist is responsible for:

   • Preparing and submitting accurate customer invoices

   • Managing national fleet billing platforms (such as AMBEST, Bridgestone, Michelin, etc.)

   • Following up on outstanding invoices and collecting payments

   • Organizing and maintaining accounts payable to ensure vendors are paid on time

   • Monitoring aging reports, reconciling accounts, and supporting management with financial reporting

   This role directly impacts our cash flow, profitability, and vendor relationships.

   Key Responsibilities

   Accounts Receivable / Billing

   • Create, review, and submit invoices daily to customers and national credit accounts

   • Ensure correct documentation is attached (POs, work orders, receipts, etc.)

   • Monitor unpaid invoices and follow up by phone/email until payment is received

   • Maintain accurate AR aging reports and escalate overdue balances as needed

   • Post payments and reconcile customer accounts

   Collections

   • Contact fleets, brokers, national accounts, and customer AP departments regarding past-due invoices

   • Document all communication in billing software 

   • Negotiate payment arrangements when needed while preserving the customer relationship

   Accounts Payable

   • Process vendor bills and ensure timely payments

   • Match invoices to purchase orders and work orders

   • Track and maintain vendor credits

   • Organize AP weekly for management approval

   General Administration

   • Maintain accurate and organized electronic records

   • Generate AR/AP reporting for management

   • Assist with process improvements and efficiency initiatives

   Required Qualifications

   • 2+ years experience in Accounts Receivable, Billing, or Collections

   • Experience with Accounts Payable

   • Strong computer skills - Experience with QuickBooks Enterprise 

   • Excellent verbal and written communication

   • Strong organization and time-management skills

   • Comfortable making collection calls and professionally handling customer disputes

   Preferred Qualifications

   • Experience billing national fleet accounts (AMBEST, Michelin) 

   • Experience in trucking, diesel repair, or logistics industry

   • Ability to work independently with minimal supervision

7. Filing & Documentation

1. Digital Filing
2. Physical Filing

8. Meeting Preparations

1. Before Meeting Preparation
2. After Meeting Clean-up

9. Emergency Procedure Adherence

1. Fire Evacuation
2. Medical Emergencies
3. Security Threats

Benefits

·      Paid Vacation Benefits

·      Paid Sick Day Benefits

·      Paid Personal Day Benefits

·      Dental Insurance