Accounting Assistant

Job Summary

The Accounting Specialist supports core financial operations within a high-volume freight brokerage environment, with a primary focus on billing support and a secondary focus on accounts receivable and collections. This role is responsible for ensuring accurate invoice processing, maintaining organized financial records, and supporting timely collections to minimize outstanding balances.

The position requires frequent communication with customers, carriers, and internal teams to resolve discrepancies, provide payment updates, and ensure smooth billing operations. The ideal candidate is detail-oriented, highly organized, and capable of managing multiple priorities in a fast-paced, deadline-driven environment while maintaining professionalism in all interactions.

Key Responsibilities

Billing Support (Primary Focus)

• Process carrier invoices and support billing operations using McLeod Software or similar Transportation Management Systems (TMS).
• Upload and manage Bills of Lading (BOLs) and supporting documentation within internal systems.
• Assist in preparing and issuing customer invoices with a high degree of accuracy.
• Identify and resolve billing discrepancies in coordination with operations and accounting teams.
• Provide timely and accurate payment status updates to customers and carriers.

Accounts Receivable & Collections (Secondary Focus)

• Monitor and follow up on outstanding invoices and past-due balances to ensure timely payment.
• Conduct outbound and inbound communications regarding account status and payment inquiries.
• Maintain detailed and accurate records of collection activity, account notes, and follow-ups.
• Collaborate with internal teams to resolve disputes and payment issues efficiently.
• Support efforts to reduce aging balances and improve overall cash flow.

Operational & Administrative Support

• Assist with Proof of Delivery (POD) processes, including handling Notice of Assignment (NOA) and Letter of Release (LOR) documentation.
• Manage incoming calls and route inquiries to appropriate departments as needed.
• Provide cross-functional support to accounting, billing, and operations teams during peak periods.
• Perform general administrative and accounting tasks to support overall financial operations.
• Prepare weekly reports on accounts receivable aging, collections activity, and account status.

Required Qualifications

• Strong verbal and written communication skills, with the ability to manage high call volumes professionally.
• Exceptional attention to detail and organizational skills.
• Ability to multitask and prioritize effectively across multiple accounts and deadlines.
• Proficiency in Microsoft Office, particularly Excel and Outlook.
• Ability to thrive in a fast-paced, team-oriented environment.

Preferred Qualifications

• 1–3 years of experience in accounting, collections, billing, or customer service.
• Experience in freight brokerage, 3PL, or transportation/logistics industries.
• Familiarity with Transportation Management Systems (TMS), such as McLeod Software.
• Working knowledge of logistics documentation, including BOL, POD, NOA, and LOR.
• Bilingual (English/Spanish) strongly preferred.

Equal Employment Opportunity (EEO) Statement

We are an equal opportunity employer and comply with all applicable federal, state, and local laws regarding nondiscrimination. Employment decisions are made without regard to race (including traits historically associated with race, such as hair texture, hair type, and protective hairstyles), color, religion, national origin, sex, pregnancy (including childbirth or related medical conditions), sexual orientation, gender identity, marital status, age, disability, genetic information, veteran status, or any other characteristic protected by law.

Reasonable Accommodation Statement

We are committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable Virginia law. If you require assistance or accommodation during the application or interview process, please contact us at

Pay: $17.00 - $19.00 per hour

Experience:

• Accounting: 1 year (Required)

Work Location: In person