The Accounting Assistant AP/AR is responsible for supporting both accounts payable and accounts receivable functions to ensure accurate, timely, and compliant financial processing. This role involves reviewing carrier documentation, processing payments, maintaining compliance records, and assisting with invoicing for B2B customers. The position is open to fresh graduates with a background in accounting, finance, or related fields who are eager to learn and grow within a dynamic environment.
Key Responsibilities
Accounts Payable (AP) Payments
- Receive and review carrier documentation including invoices, Bills of Lading (BOL), ACH forms, W9/SS4, and Notice of Assignment (NOA)/Lien documents.
- Validate invoices to ensure details match dispatch contracts, including carrier name, order details, vehicle descriptions, and amounts.
- Verify BOL accuracy, ensuring pickup/delivery details, VIN numbers (for B2B orders), and valid customer signatures.
- Maintain and update carrier profiles with ACH, W9, TIN, and compliance documentation.
- Schedule and process payments per contract terms using shared payment sheets and Accounting/TMS systems.
- Respond to internal and external inquiries regarding payment status, missing documents, or discrepancies.
Accounts Receivable (AR) Invoicing
- Upload and process daily reports of delivered orders into Accounting software as Order Entry Sales Order.
- Review and validate order details in Shipper TMS before converting to Sales Invoices.
- Email invoices to customers per standard process, ensuring accuracy and compliance with client-specific instructions.
- For Moving/Relocation orders, locate and attach BOLs and additional required documentation.
- Prepare and send customer statements (daily, weekly, or monthly) based on account requirements.
- Assist in monitoring outstanding invoices and support collection efforts as needed.
Qualifications
- Bachelor's degree in Accounting, Finance, Business Administration, or related field (fresh graduates are welcome to apply).
- No prior work experience required; however, internship or exposure to accounting/finance tasks is an advantage.
- Knowledge of accounting principles and processes preferred.
- Proficient in Microsoft Office (Excel, Word, Outlook); familiarity with Accounting/TMS software is a plus.
- Strong attention to detail, organizational, and analytical skills.
- Excellent communication and willingness to learn.
Key Competencies
- Accuracy and attention to detail in financial documentation.
- Strong organizational and time management skills.
- Willingness to learn in a fast-paced environment.
- High integrity and commitment to compliance.
- Ability to work independently and as part of a team.
