Purpose of Position:

Key Accountabilities:

• Prepare and submit customer invoices with appropriate backup, ensuring accuracy in base rates, fuel surcharges, exchange rates, accessorial charges, and GST/HST.
• Upload invoices and supporting documents to customer portals; monitor for rejections and escalate issues as needed.
• Retrieve and organize documentation such as BOLs, PODs, and approvals from internal teams and carriers.
• Maintain accurate and organized records to support audit trails and dispute resolution.
• Assist with resolving basic billing exceptions, such as missing documents or minor rating discrepancies.
• Support the team in managing credit/debit notes and rebills under guidance from senior staff.
• Provide structured backup coverage for reception duties, including greeting visitors, answering phones, and handling incoming/outgoing paperwork.
• Manage physical and digital document filing, scanning, and distribution.
• Adapt to workflow changes introduced by automation and “no-touch” billing processes, flag recurring issues for review.
• Participate in training and development activities to build knowledge of billing systems, customer requirements, and industry practices.
• Request rate and accessorial approvals from appropriate department when necessary and scan approvals into document management system.
• Cross train with other team members to assist as a back-up when needed.

• Post-secondary diploma/certificate in business, accounting, or supply chain—or equivalent experience.
• 1–2 years of administrative, billing, or customer service experience (transportation/logistics experience an asset).

Required Competencies:

• Strong analytical and decision-making skills
• Demonstrates strong attention to detail and organizational skills in a fast-paced, deadline-driven environment; consistently adheres to standard operating procedures (SOPs).
• Communicates clearly and professionally, both in writing and verbally; maintains courteous and effective phone etiquette during reception coverage.
• Applies a proactive problem-solving approach; recognizes when to escalate issues and ensures all supporting documentation and notes are complete and accurate.
• Collaborates effectively within a team and shows initiative in learning billing systems, portal workflows, and EDI processes.

Required Skills:

• Basic Excel (sorting/filtering, simple formulas) and proficiency with Outlook/Word.
• Technical Proficiency in invoicing software and financial systems (e.g., SAP, Oracle, TMW).

Supervision: 

This position reports to the Invoicing Manager. The immediate supervisor and/or department leader periodically checks assignments for progress. This position has no authority over other members of the team and has no direct reports.

Decision Making and Judgment:

Working Conditions:

Office-based role using standard equipment and systems; scheduled backup reception coverage; occasional minimal support for other sites as needed.