Billing and Executive Support Specialist

Job Description

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 Wizards 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