Job Overview Northstar Transport & Logistics is seeking a dependable, organized, and detail-oriented Office Administrator / Bookkeeper to join our growing transportation team. This position in Lincoln, ME combines office administration, bookkeeping, accounts payable, accounts receivable, payroll, customer billing, fuel tax, and trucking operations support . The ideal candidate will have strong attention to detail, be comfortable working with numbers and financial information, and enjoy working in a fast-paced trucking environment. Previous trucking or transportation experience is preferred but not required for the right candidate. Responsibilities Bookkeeping & QuickBooks Maintain accurate company financial records in QuickBooks Enter daily financial transactions Maintain and reconcile bank and credit card accounts Record deposits, payments, purchases, and expenses Maintain customer and vendor accounts Assist with month-end closing Prepare basic financial reports for management Maintain organized financial records and supporting documentation Assist the company's CPA/accountant with month-end and year-end financial information Identify and investigate accounting discrepancies Accounts Payable Receive, review, code, and enter vendor invoices Verify invoices for accuracy and proper approval Enter bills into QuickBooks Prepare and process authorized vendor payments Reconcile vendor statements Track outstanding invoices Communicate with vendors regarding invoices and payment status Properly code trucking and fleet expenses Accounts Receivable & Customer Billing Prepare and send customer invoices Enter customer payments into QuickBooks Review bills of lading, proof of delivery, rate confirmations, and supporting documents before billing Verify freight rates and accessorial charges Monitor accounts receivable aging Follow up on past-due invoices Research and resolve billing discrepancies Maintain accurate customer accounts Payroll Assist with weekly payroll processing Review driver payroll information for accuracy Process mileage, hourly, percentage, detention, layover, stop pay, bonuses, and other applicable compensation Verify payroll documentation Maintain employee payroll records Process payroll deductions and adjustments Review payroll reports prior to submission Assist with payroll tax reporting through the company's payroll provider Assist with W-2 preparation and year-end payroll reconciliation Maintain strict payroll confidentiality Fuel Tax & IFTA Support Enter and reconcile fuel purchase transactions Reconcile fuel card statements Track fuel purchases by truck and/or driver Monitor fuel usage and investigate discrepancies Maintain fuel receipts and supporting documentation Track fuel gallons, locations, dates, and costs Assist with fuel cost-per-mile reporting Assist with fuel surcharge calculations Maintain records needed for IFTA reporting Organize fuel information by state Provide documentation to the company's accountant or tax preparer for IFTA filings Trucking & Fleet Accounting Track expenses by truck, trailer, department, or cost category Monitor fuel, repairs, tires, parts, tolls, permits, insurance, registrations, truck payments, and other fleet expenses Assist with cost-per-truck and cost-per-mile reporting Review repair and maintenance invoices Track major equipment repairs and expenditures Maintain records for trucks, trailers, and other equipment Assist with fleet expense reporting and budgeting Transportation & Office Administration Provide administrative support to dispatch and operations Organize bills of lading, proof of delivery, rate confirmations, and other freight documents Follow up with drivers for missing paperwork Assist with load documentation and billing Answer phones and respond to emails Communicate professionally with drivers, customers, vendors, and business partners Maintain electronic and paper files Prepare reports, spreadsheets, and other documents Assist management with special projects and daily office operations

Qualifications Required:

Previous bookkeeping, accounting, or office administrative experience Strong attention to detail and accuracy Excellent organizational and time-management skills Strong computer skills Proficiency with Microsoft Excel and Microsoft Office Ability to work independently and manage multiple priorities Strong communication and customer service skills Ability to maintain confidential financial and employee information Dependable and reliable

Preferred:

QuickBooks Online or QuickBooks Desktop experience Trucking or transportation industry experience Accounts payable/receivable experience Payroll experience Experience with fuel card systems IFTA recordkeeping experience Experience with transportation management or dispatch software Experience with freight billing What We're Looking For We are looking for someone who is: Dependable and trustworthy Highly organized Detail-oriented Comfortable working with numbers Self-motivated Professional A strong communicator Able to multitask in a fast-paced environment Willing to take initiative and solve problems Comfortable working as part of a family-oriented team Why Join Northstar Transport & Logistics? Northstar Transport & Logistics is a family-owned and operated transportation company . We value dependable employees who take pride in their work and want to become an important part of our team. This position offers the opportunity to grow with the company and become an integral part of both our financial and trucking operations .

To Apply:

Please submit your resume through Indeed. Northstar Transport & Logistics is an equal opportunity employer.

Pay:

$25.00 - $28.00 per hour Expected hours: 36.0 - 40.0 per week

Benefits:

401(k) matching Dental insurance Flexible schedule Gym membership Health insurance Life insurance Paid sick time Paid time off Vision insurance

Work Location:

In person