Accounts Assistant

JOB DUTIES – ACCOUNTS ASSISTANT

Department: Accounts & Dispatch
Location: ATL Bathinda Dispatch
Reports To: Accounts Manager / Operations Manager / Management

Position Summary

The Accounts Assistant is responsible for providing day-to-day accounting and administrative support for ATL Bathinda Dispatch operations. The position will assist with maintaining accurate financial records, processing trucking and dispatch-related documents, preparing invoices, tracking driver and trip expenses, reconciling payments, and coordinating financial information between the Bathinda dispatch office and the company's Canadian operations.

Key Duties and Responsibilities1. Trucking & Dispatch Accounting

• Maintain accurate records of dispatched loads, completed trips, and related financial information.
• Enter load and trip information into the company's accounting or dispatch system.
• Verify freight rates, load charges, accessorial charges, detention, layover, fuel surcharge, and other applicable charges.
• Maintain records of customer loads and carrier/vendor payments.
• Match dispatch records with supporting documents before financial processing.
• Assist in tracking revenue and expenses associated with individual trips.

2. Customer Invoicing

• Prepare customer invoices based on completed loads and approved rate confirmations.
• Verify bills of lading, proof of delivery (POD), rate confirmations, and other supporting documents before invoicing.
• Ensure all accessorial charges are properly documented and included in invoices.
• Follow up on missing PODs or paperwork required for billing.
• Maintain an organized record of submitted and outstanding invoices.
• Assist with accounts receivable follow-up and payment tracking.

3. Driver & Trip Settlement Support

• Assist in preparing driver trip settlements and payment calculations.
• Verify mileage, trips, pickup/drop information, approved expenses, and applicable driver compensation.
• Check driver-submitted receipts and supporting documents.
• Maintain records of advances, deductions, reimbursements, and other driver-related transactions.
• Identify discrepancies in trip sheets, mileage, or expenses and report them to management.

4. Fuel & Expense Records

• Enter and maintain records of fuel purchases and other trip-related expenses.
• Organize fuel receipts, tolls, permits, parking, repairs, and other transportation expenses.
• Reconcile fuel and expense reports with available supporting documentation.
• Identify unusual, duplicate, or missing transactions and bring them to the attention of the Accounts Manager.
• Assist with preparation of periodic expense reports.

5. Accounts Payable

• Assist with processing vendor and carrier invoices.
• Verify invoices against approved documents and services received.
• Maintain records of outstanding supplier/vendor payments.
• Assist with payment scheduling and payment documentation.
• Follow up with vendors regarding missing or incorrect invoices.

6. Bank & Payment Reconciliation

• Assist with recording and reconciling company payments and receipts.
• Match customer payments with outstanding invoices.
• Assist with bank and accounting-system reconciliations.
• Maintain proper documentation for electronic transfers, deposits, and other financial transactions.
• Report discrepancies or unidentified transactions to management.

7. Document Management

• Maintain organized electronic and physical records of:
• Rate confirmations
• Bills of lading
• Proofs of delivery
• Customer invoices
• Vendor invoices
• Driver settlements
• Fuel receipts
• Expense receipts
• Payment records
• Trip sheets
• Dispatch records
• Ensure documents are properly named, filed, and easily retrievable.
• Assist in maintaining confidential financial and operational records.

8. Dispatch Office Support

• Coordinate with dispatchers to obtain missing trip and load information.
• Verify that completed loads have all required paperwork before closing the trip.
• Assist dispatch staff with financial information relating to loads and customers.
• Maintain daily and weekly load/revenue reports.
• Assist management with preparation of operational and financial summaries.

9. Canadian Operations Coordination

• Provide accurate financial and dispatch information to the Canadian office as required.
• Assist with collecting information required for Canadian accounting, payroll, fuel tax, insurance, and operational reporting.
• Maintain records in accordance with company procedures and instructions from the Canadian accounting/management team.
• Ensure documents are submitted to the appropriate department within established deadlines.

10. Reporting

Prepare or assist with preparation of:

• Daily load reports
• Weekly revenue reports
• Accounts receivable reports
• Accounts payable reports
• Driver expense reports
• Fuel expense reports
• Outstanding invoice reports
• Payment reconciliation reports
• Trip profitability information
• Other financial and operational reports requested by management

11. Data Accuracy & Internal Controls

• Ensure accounting and dispatch information is entered accurately and on time.
• Double-check financial figures before submission.
• Maintain confidentiality of company, customer, driver, and financial information.
• Follow company accounting procedures and approval requirements.
• Immediately report suspected errors, duplicate payments, unauthorized expenses, or discrepancies to management.

12. General Administrative Duties

• Respond to routine accounting and documentation inquiries.
• Communicate professionally with customers, vendors, drivers, dispatchers, and internal staff.
• Assist with audits and requests for financial documentation.
• Perform filing, data entry, scanning, and other administrative duties.
• Perform other accounting and administrative duties assigned by management.

Required Skills & Qualifications

• Diploma, certificate, or degree in Accounting, Finance, Commerce, Business Administration, or a related field preferred.
• Previous experience in accounting, bookkeeping, transportation, logistics, or dispatch is an asset.
• Strong knowledge of Microsoft Excel and Microsoft Office.
• Familiarity with accounting software such as QuickBooks is an asset.
• Strong attention to detail and accuracy.
• Good numerical and analytical skills.
• Ability to organize large volumes of documents and transactions.
• Good written and verbal communication skills.
• Ability to maintain confidentiality.
• Ability to work independently and meet deadlines.
• Experience with trucking/transportation documentation is considered an asset.

Key Performance Expectations

The Accounts Assistant is expected to:

• Maintain accurate and up-to-date financial and dispatch records.
• Process invoices and supporting documentation within company deadlines.
• Minimize accounting and data-entry errors.
• Ensure completed loads have proper supporting paperwork.
• Maintain organized records for easy retrieval and audit purposes.
• Communicate discrepancies promptly to management.
• Protect confidential company and financial information.
• Provide timely and accurate reports to management.
• Support efficient coordination between the Bathinda dispatch office and Canadian operations.

Note: The above duties are not exhaustive. Management may assign additional accounting, administrative, dispatch-support, or operational duties as required based on the needs of the company.

Pay: ₹15,000.00 - ₹25,000.00 per month

Work Location: In person