Accounts Payables Clerk

Position Summary

The Accounts Payable Clerk is responsible for accurately processing carrier payments, vendor invoices, and other company expenses in a fast-paced freight brokerage environment. This role requires exceptional attention to detail, strong organizational skills, and the ability to manage multiple priorities while ensuring timely and accurate payments. The ideal candidate is dependable, analytical, and committed to maintaining positive relationships with carriers, vendors, and internal team members.

Essential Duties and Responsibilities

• Process daily carrier invoices and vendor invoices accurately and efficiently.
• Verify freight bills against rate confirmations, contracts, and supporting documentation.
• Match invoices with proof of delivery (PODs), bills of lading (BOLs), and other required paperwork.
• Ensure invoices are coded correctly and entered into the accounting system.
• Process ACH, wire, and check payments according to company payment schedules.
• Reconcile vendor statements and resolve payment discrepancies promptly.
• Communicate professionally with carriers, vendors, brokers, and customers regarding invoice questions and payment status.
• Maintain organized electronic and physical accounting records.
• Monitor accounts payable aging and assist in resolving outstanding issues.
• Assist with month-end closing procedures, including account reconciliations and accruals.
• Review invoices for accuracy, duplicate payments, and compliance with company policies.
• Assist with 1099 preparation and year-end reporting.
• Support audits by providing requested documentation.
• Collaborate with Operations, Carrier Sales, and Customer Service teams to resolve billing issues.
• Maintain confidentiality of financial information.
• Perform other accounting and administrative duties as assigned.

Required Qualifications

• High school diploma or equivalent required; Associate's degree in Accounting, Finance, or Business preferred.
• Minimum of 2 years of accounts payable experience.
• Experience in transportation, logistics, or freight brokerage preferred.
• Strong understanding of accounting principles and accounts payable processes.
• Proficiency in Microsoft Excel, Outlook, and accounting software.
• Excellent data entry accuracy and attention to detail.
• Strong organizational and time management skills.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team.

Preferred Qualifications

• Experience with transportation management systems (TMS).
• Experience using QuickBooks, McLeod, Tai, AscendTMS, or similar freight brokerage software.
• Knowledge of carrier payment processing and freight documentation.
• Understanding of fuel surcharges, accessorial charges, and freight billing.

Key Competencies

• Attention to Detail
• Organization and Time Management
• Problem Solving
• Accuracy
• Accountability
• Confidentiality
• Communication
• Customer Service
• Teamwork
• Adaptability

Physical Requirements

• Prolonged periods of sitting and working on a computer.
• Ability to occasionally lift up to 20 pounds.
• Ability to perform repetitive keyboard and data entry tasks.

Performance Expectations

The Accounts Payable Clerk will be evaluated on:

• Invoice processing accuracy (99% accuracy goal)
• Timeliness of carrier and vendor payments
• Number of invoice discrepancies resolved
• Compliance with company payment procedures
• Organization of financial records
• Responsiveness to internal and external inquiries
• Contribution to month-end close deadlines
• Professionalism and teamwork