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 Wizard’s 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
Freight Wizards is a 3PL Freight Brokerage that aims to connect our Customers with qualified Carriers to service their Freight Transportation needs across North America. We MAKE IT HAPPEN because of our Training, Ethical Expectations, Accessibility 24/7/365, and Hard Work as a means to providing the best-in-class transportation services to our customers.