Billing Specialist

The Billing Specialist will be responsible for the full invoicing lifecycle for our logistics files, ensuring all charges are accurately captured and billed according to established company procedures and Incoterms. This role requires meticulous attention to detail, a proactive approach to problem-solving, and strong communication skills. You will work closely with the Operations, Sales, and Accounts Payable teams to ensure financial integrity and efficiency. Key ResponsibilitiesInvoice Management: Manage the end-to-end invoicing process for freight charges, including complex 1- and 2-invoice files.Cost Auditing: Audit and verify all vendor invoices, including those from customs brokers, truckers, and agents, to ensure all billable charges are captured and margins are maintained.Rate & Charge Calculation: Accurately calculate and prorate charges for Air Import, Ocean LCL, and FCL shipments line by line.Payment & Posting: Post customs broker invoices and other vendor costs in a timely manner. Ensure all charges from arrival notices and debit notes are posted before an invoice is sent out.Reporting & Reconciliation: Generate and maintain billing reports for pending files and as requested by customers or management.Customer & Internal Communication: Respond to billing inquiries from customers and internal teams within established timelines. Assist operations in chasing down missing vendor invoices when needed and escalate issues to the supervisor after two attempts with no response.Compliance & Filing: Ensure all billing processes adhere to company SOPs and specific customer requirements. Post invoices in customer-specific web portals and file insurance documentation as required.Margin Oversight: Proactively review sales rates and markup guides to guarantee accurate billing and profitability. Flag any files where costs are not adequately covered to the Sales team.QualificationsExperience: Proven experience in a billing or accounting role, preferably within the logistics, freight forwarding, or shipping industry.Knowledge: Strong understanding of billing processes and Incoterms. Knowledge of logistics operations (Air/Ocean) is a plus.Skills:Exceptional attention to detail and a high level of accuracy.Proficiency in financial software and Microsoft Office Suite, especially Excel.Excellent time management and organizational skills to handle daily deadlines.Strong communication and interpersonal skills.Abilities:Ability to work independently and as part of a team.Proactive and resourceful in resolving discrepancies and chasing information.Willingness and ability to work a graveyard shift.