Billing Coordinator

 Bee Line Logistics is a dynamic trucking, logistics, and warehousing company specializing in efficient transportation solutions, supply chain management, and secure storage services. We serve a diverse clientele and pride ourselves on reliability, innovation, and customer satisfaction in a fast-paced industry.

Position Summary

The Billing Coordinator supports the Finance team and Bee Line business divisions by ensuring timely, accurate, and compliant billing to customers. This role is responsible for preparing, reviewing, and processing customer invoices, resolving billing discrepancies, and maintaining accurate financial records. The Billing Coordinator works closely with internal teams and customers to ensure billing accuracy, support cash flow, and uphold company standards and service expectations.

Key Responsibilities

• Prepare, review, and issue invoices for trucking, logistics, and warehousing services based on shipment details, contracts, and rates.  
• Reconcile billing data between Prophesy/TMS (trucking/logistics) and Extensiv (warehousing), ensuring seamless integration with QuickBooks while resolving any discrepancies.  
• Monitor accounts receivable, follow up on overdue payments, and coordinate with clients to address billing inquiries.  
• Maintain accurate records of transactions, including fuel surcharges, accessorial fees, and storage charges.  
• Collaborate with operations, sales, and accounting teams to verify billing information and support month-end closing processes.  
• Generate reports on billing metrics, aging accounts, and revenue trends to assist management.  
• Ensure compliance with relevant regulations, such as those related to transportation billing and general accounting principles.   
• Assist in process improvements to streamline billing workflows across systems.
• Other duties as assigned.

Required Qualifications

• Proven experience in billing, accounts receivable, or a similar role, preferably in trucking, logistics, or warehousing.  
• Proficiency in billing software; experience with Prophesy, TMS, Extensiv, and/or QuickBooks is a strong plus.  
• Experience working with multiple platforms and integrations is advantageous.  
• Strong attention to detail, analytical skills, and the ability to handle high-volume invoicing.  
• Excellent communication skills for interacting with internal teams and clients.  
• Proficiency in Microsoft Office Suite (especially Excel) for data analysis and reporting.  
• High school diploma required; associate's or bachelor's degree in accounting, finance, or a related field preferred.  
• Knowledge of industry-specific billing practices, such as LTL/FTL rates, warehousing fees, or DOT compliance, is advantageous.

Work Environment & Physical Requirements

• Primarily office environment.
• Travel to other offices on occasion.
• Ability to sit for extended periods while working at a computer.
• Frequent use of hands and fingers for typing, data entry, and operating office equipment.
• Ability to view computer screens, read documents, and interpret written information.
• Occasional standing, walking, bending, and reaching.
• Ability to communicate effectively in person, by phone, and via electronic communication.
• Ability to lift and/or move up to 10–15 pounds occasionally (e.g., files, office supplies).
• Ability to focus for prolonged periods and perform repetitive tasks with accuracy.

Benefits

• Comprehensive benefits package including health insurance, 401(k) with company match, and paid time off, paid holidays and sick time.
• Opportunities for growth in a stable and expanding company.  
• Supportive team environment with modern tools and systems.