Office Administrator/ Shared Services Coordinator- Full Time- 1st Shift

The Shared Services (Accounts Payable / Receivable) Coordinator provides timely, accurate, and customer-focused support across a variety of shared services, accounting, and operational functions. They work closely with terminals, operations, accounting, customers, and vendors to ensure financial transactions, billing activities, and administrative processes are completed efficiently and accurately. They process transactions, maintain records, resolve routine inquiries, and support workflow execution across multiple functional areas. 

Base Pay: $20.52 per hour

Schedule: Monday- Friday 9am-5pm, onsite

Responsibilities

• Support accounts payable (AP), accounts receivable (AR), billing, settlements, credit, collections, and related activities as business needs require.

• Process financial transactions accurately and in compliance with established procedures, internal controls, and company policies.

• Review invoices, storage bills, toll-related charges, and other operational expenses for accuracy and completeness.

• Assist with invoice submission, payment processing, and accounts payable support activities.

• Support settlement processes by preparing documentation, maintaining records, and coordinating required information.

• Review customer and vendor account information and assist with resolving routine discrepancies.

• Communicate with terminals, operations teams, customers, and vendors to research and resolve billing, payment, toll, storage, and account-related issues.

• Assist with billing activities, rate validation, and invoice accuracy reviews to support customer satisfaction and revenue integrity.

• Maintain organized records, documentation, and audit support files across all supported functions.

• Monitor shared inboxes, workflow queues, and assigned tasks to ensure timely service delivery and issue resolution.

• Support month-end and periodic accounting activities through data gathering, record maintenance, and transaction processing.

• Assist with data collection, reporting, and basic reconciliation activities to support operational and financial performance.

• Support training, system updates, testing activities, and implementation of process enhancements within shared services operations.

• Collaborate across accounting, operations, and terminal teams to ensure efficient workflow execution and a high level of customer service.

• All other duties as assigned to meet evolving business needs.

Qualifications

• Education: High school diploma or GED equivalent required; Undergraduate degree in a related field preferred.

• Certification/Licensure: Relevant certifications in accounting, bookkeeping, accounts payable, accounts receivable, or related disciplines are a plus.

• One or more years of experience in accounts payable, accounts receivable, billing, settlements, shared services, customer service, transportation administration, or related operational support functions preferred.

• Transportation, trucking, logistics, intermodal, or freight industry experience preferred.

• Experience working with ERP, accounting, transportation management, or business systems such as Oracle, SAP, Workday, Sage, or similar platforms preferred.

• Strong attention to detail and ability to process high volumes of transactions accurately and efficiently.

• Ability to prioritize multiple tasks, meet deadlines, and adapt to changing business needs in a fast-paced environment.

• Effective verbal and written communication skills with the ability to work collaboratively across accounting, operations, and terminal teams.

• Basic analytical and problem-solving skills with the ability to identify discrepancies and escalate issues appropriately.

• Demonstrated discretion and confidentiality in handling and protecting sensitive information.

• Technical: Proficient with common office technologies, including Windows PCs, Microsoft O365 (Outlook, Word, Excel, PowerPoint, etc.) and web conferencing (Teams, Zoom, Webex, etc.)

• Environment: Comfort commuting to/from and working in a 100% on-site setting (listed in this posting).

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