Billing & Operations Administrative Assistant

Role Overview The Billing & Operations Administrative Assistant serves as the central hub for operational documentation and digital logistics management. This role is responsible for the real-time synchronization of physical warehouse activity with digital records, ensuring that all freight movement is documented, billed, and archived with 100% accuracy to support the broader Account Management and Management Teams. Core Administrative Duites Position Summary The Billing & Operations Administrative Assistant supports daily warehouse and logistics operations by assisting account managers, coordinating documentation, and ensuring accurate system transactions. This role plays a key part in maintaining efficient workflow between operations, billing, and internal stakeholders. Key Responsibilities

• Assist Account Managers with creating and processing shipments and receipts within the Camelot by Excalibur Warehouse Management System (WMS)
• Support billing activities by entering and verifying data in CargoWise to ensure timely and accurate invoices
• Communicate effectively with internal teams, including warehouse operations, transportation, and customer service
• Track and maintain shipping and receiving documentation, ensuring accuracy and proper filing
• Assist with driver check-in processes, including verifying required paperwork and directing drivers as needed
• Monitor shipment status and provide updates to internal stakeholders
• Identify and report discrepancies in shipments, documentation, or billing
• Perform general administrative duties to support the operations and billing teams Qualifications
• Associate or bachelor's degree or 5-10 years of on-the-job experience preferred
• 1-3 years of experience in logistics, warehouse operations, or administrative support preferred
• Experience with Camelot by Excalibur WMS and/or CargoWise strongly preferred
• Strong attention to detail and organizational skills
• Ability to manage multiple tasks in a fast-paced environment
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office (Excel, Outlook, Word) Preferred Skills
• Familiarity with shipping documentation (BOLs, packing lists, delivery orders)

Core Accounting Principles:

Working knowledge of GAAP or IFRS to ensure consistent recording of daily financial transactions.

Data Entry & Accuracy:

Strong attention to detail to accurately input invoices, expenses, and journal entries while minimizing manual errors.

Documentation & Compliance:

Understanding the importance of maintaining an organized audit trail and following established regulatory standards.

• Understanding of billing and invoicing processes
• Experience working in a warehouse or 3PL environment Work Environment
• Combination of office and warehouse setting
• May require occasional interaction with drivers and warehouse personnel

Pay:

$45,000.00 - $58,000.00 per year

Benefits:

401(k) 401(k) matching Opportunities for advancement Paid sick time Paid time off

Work Location:

In person