Billing Specialist

General Summary:

This is a dispatch office position focusing on Freight Billing /Accounts Receivable, Fuel Reporting and a backup to the Payroll Coordinator for Marathon Cheese Transport.

Essential Job Functions:

Freight Bill Processing:

• Process drivers’ trip reports. Includes Sorting drivers paperwork: trip reports, DVIR’s, fuel slips, Bills of Lading.
• Verify drivers’ pay info, expenses and layovers. Correct before approving.
• Calculate proper customer freight rates for each Bill of Lading. Requires knowledge and recall of individual customer nuances. Adding accessorial charges when needed: Fuel, Lumper, Stop, TONU Charges.
• Print invoices, make appropriate bill of lading copies, attach to corresponding invoices and prepare for mailing.
• Scan required invoices and backup paperwork to appropriate customers and brokers per their specifications.
• Make sure necessary maintenance invoices reach mechanics.

Accounts Receivable Payments:

• Work closely with our Accounts Receivable Department for payment of freight bills and over-dues.
• Review aged account receivables daily: contact delinquent accounts to request payment.
• Stay up to date on current customer contacts for payment issues: Use of customer software/freight payment portal. Making sure yearly contracts align with the software values. Report any discrepancies to management.
• Knowledge of service charge codes and their connection with EDI standards.

Fuel and mileage reporting:

• Keep adequate mileage records and retain all fuel receipts and invoices to substantiate Marathon Cheese Transports fuel use and reporting.
• Work closely with Accounts Payable Department so all fuel receipts correlate with customer invoice.
• Balance fuel monthly and quarterly for Fleet-worthy/IFTA to ensure proper compliance.
• Work closely with the Information Technology Department so that all transferring of fuel generates to the master SAP report for monthly totals per tractor and per state.
• Compute mileage and fuel totals and transfer to Excel spreadsheet for management to apply fuel bonus’s.

Back-up to Payroll Coordinator:

• Approve and process drivers pay: hourly, miles and drops.
• Enter driver layovers and reimbursable expenses.
• Verify, approve and finalize punch detail in time and attendance for Mechanics and Truck Washers and send to the Corporate Payroll Manager.
• Run payroll for Transportation and Mechanic employees, create and send ADP report to the Corporate Payroll Manager.
• Create and send ADP report to HR to finalize payroll for that pay period.

Knowledge/Skills/Abilities:

• High School Diploma or equivalent required
• Associates Degree in Business Management or like program preferred
• Ability to be the super-user for TMW System Administration, Tariffs, Invoicing, Settlements, Fuel Import, File Maintenance. Along with TMW suite A/R Interface and SAP.
• Proficient in Microsoft Word, Excel and Outlook.
• Use and knowledge of:
  • SAP system requirements per customer invoicing
  • Blue-Jay’s Portal: For transportation management and execution for load status pertaining to our customers
  • Transplace: Coveris customer confirmations for rate charges
  • One Network: Customer auto-pay invoicing
  • Phoenix SQL for onsite fuel transferring to FTP/File Transfer Protocol to the TMW software program
  • TMW Suite Management Reporting
  • Peoplnet Fleet Manager to gather mileage to determine detours and appropriate mileage for MPG
• Strong analytical skills.
• Outstanding attention to detail and strong organizational skills
• Ability to handle time sensitive initiatives
• Ability to multi-task in a fast-paced environment
• Team player who works well with others
• Requires good verbal and written communications with Marathon Cheese customers

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