Billing Specialist / Sr. Administrator

Diamond’s Management Group, Inc. — Manassas, VA (On-site, with limited flexibility)

The Role

We need a billing hawk who can own end-to-end field-to-invoice workflows for a diversified construction/fleet operation. You’ll be the system of record for hydro and hauling billing, fleet tax/reporting (IFTA, 2290), and monthly compliance packets—with zero tolerance for sloppy data.

Core Responsibilities

Daily

• MCS monitoring (Motor Carrier Safety): status checks, exceptions, and follow-ups.
• Inbox/queue triage for billing artifacts (tickets, PODs, timesheets, approvals).

Weekly

• Hydro Billing: compile tickets, rate to contract, reconcile time/equipment, draft invoices.
• Hauling Billing: ticket audit, rate application, fuel/tonnage surcharges, draft invoices.
• Expense report preparation and coding.
• Maryland Report (weekly compliance submittal per internal schedule).

Monthly

• Fleet fuel data: track/log fuel by unit, tax treatment, and jurisdiction; variance checks.
• CGA reporting hours (as required by program).
• Close and publish monthly billing/compliance packet.

Yearly

• Fleet registrations & tags renewals.
• IFTA license renewal.
• 2290 filings for heavy highway vehicles.

Systems & Administrative (Ongoing)

• Time & labor: Verizon Connect Reveal Fleet Reports; time clock entry and edits; exception resolution.
• Onboarding new employees; create TWPE profiles; log TWPE passwords per policy.
• Verizon/Flannigan invoice review: charge validation and variance resolution.
• Forms & docs: labels, Excel sheets, Adobe/“digital editing,” PDFs for submittals.
• File hygiene, retention, and audit readiness.

Required Qualifications

• 3–5 years in billing/accounting admin for construction, utilities, trucking, or fleet ops.
• Excel power user (pivot tables, lookups/XLOOKUP, data validation, basic macros preferred).
• Adobe Acrobat (forms, combines, stamps) and general digital doc workflows.
• Hands-on with IFTA, 2290, registrations/tags, and fuel-tax allocations.
• Experience with Verizon Connect Reveal (or similar telematics/timekeeping).
• Process discipline: reconciliations, audit trails, naming conventions, checklists.
• Strong written communication; tight, professional email habits.

Nice to Have

• Familiarity with CGA reporting, MCS compliance, and Maryland reporting nuances.
• Prior exposure to TWPE (or willingness to learn fast).
• Basic AP audit skills (carrier invoices, fuel, telecom).

Success Metrics (first 90 days)

• 100% on-time weekly Hydro/Hauling invoice releases with <0.5% corrections.
• Fuel log closed by T 3 business days; monthly packet issued by T 5.
• No late filings for IFTA/2290/registrations; clean audit file structure.

Work Model & Hours

• Standard business hours; occasional early starts to align with yard/field schedules. On-site presence in Manassas, VA is required.

Compensation & Benefits

• Competitive and commensurate with experience; benefits per company policy.

Salary : $21