Billing Assistant

Job Summary

The Billing Assistant is responsible for the end-to-end billing cycle for cross-border trucking shipments — from invoice issuance through to full document submission for accounting recognition. This role requires close coordination with Customer Service and the Finance to verify costing accuracy and ensure every job is closed out with a complete document set before invoicing is finalized.

Key Responsibilities

Invoicing & Billing

• Issue customer invoices accurately and in a timely manner based on completed jobs
• Verify job costing with Customer Service and/or Manager before finalizing invoices, ensuring rates, surcharges, and additional charges are correctly applied
• Send invoices to customers according to agreed billing schedules and formats

Document Management

• Compile and file the full document set per job — Invoice, Packing List, Customs Form, and POD (Proof of Delivery) — on the internal document storage system
• Ensure each job file is complete before submission to Accounting for revenue recognition; follow up with Operations/Customer Service on any missing documents
• Maintain organized, audit-ready records for internal reference and customer queries

Internal & External Coordination

• Liaise with Customer Service, Operations, and drivers/agents to confirm job completion, costing details, and outstanding documentation
• Coordinate with the Manager on cost discrepancies, disputed charges, or unusual job conditions prior to billing
• Act as a point of contact between Billing and other departments to resolve invoicing issues

Record Keeping & Reporting

• Update the Job Book and other internal tracking systems with billing status, invoice numbers, and payment status
• Prepare and send periodic invoice reports to Management
• Prepare and send Statements of Account (SOA) to customers; follow up on outstanding payments and escalate overdue accounts as needed

Other Duties

• Support ad-hoc tasks and projects as assigned by Management or the Manager from time to time

Working Hours

• Monday to Friday: Full day
• Saturday: Half day
• Sunday: Off

Requirements

• Prior experience in billing, invoicing, or accounts receivable, ideally within freight forwarding, logistics, or cross-border trucking
• Familiarity with FTL/LTL billing structures and cross-border documentation (customs forms, POD, packing lists) is an advantage
• Strong attention to detail, especially in cost verification and document completeness
• Good communication skills for coordinating across Customer Service, Operations, and Accounting
• Proficient in Excel/spreadsheets and comfortable using SQL
• Organized, deadline-driven, and able to follow up persistently on payments and missing documents