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Billing and Executive Support Specialist
Chicago, IL, 60654, USPosted 16 months ago
Full-timeonsite
Job Description
Benefits:
- 401(k)
- Bonus based on performance
- Company parties
- Competitive salary
- Dental insurance
- Free food & snacks
- Free uniforms
- Health insurance
- Opportunity for advancement
- Paid time off
- Training & development
- Vision insurance
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