Freight Wizards LLC ยท 5 months ago
Billing and Executive Support Specialist
Chicago, IL 60654
Full-time
Onsite
New Grad, Entry Level
$40K/yr - $50K/yrFreight Wizards LLC is a 3PL Freight Brokerage that connects customers with qualified carriers for freight transportation needs. The Billing and Executive Support Specialist will manage invoicing and payments while providing essential administrative support to senior management, ensuring accurate billing and effective communication across teams.
Transportation/Trucking/Railroad
Responsibilities
Be in the office and ready by 07:00 AM - 04:00 PM
Review all invoices and billing documents for accuracy, ensuring the correct billing terms and charges are applied
Process incoming accounts payable and accounts receivable paperwork, verifying all transactions for accuracy
Ensure timely and accurate payments are processed to Carrier Partners and other vendors
Work with Sales Teams, Carrier Partners, and Customers to resolve any billing discrepancies or issues
Manage the accounts payable/receivable ledger to ensure payments are current and any outstanding balances are addressed promptly
Prepare and submit regular expense reports to management
Assist with month-end and year-end accounting processes, including reconciliations and audits
Analyze invoicing data to identify trends, discrepancies, or areas of improvement
Provide additional accounting support to management on ad-hoc financial projects
Organize and manage executive schedules, including coordinating meetings, appointments, and travel arrangements
Prepare agendas, take meeting minutes, and follow up on action items from executive meetings
Act as the main point of contact for both internal and external parties on behalf of senior management
Draft and prepare various business documents including reports, presentations, and correspondence
Track and ensure completion of executive's daily tasks, projects, and deadlines
Maintain a well-organized office environment, order office supplies, and ensure that the office runs smoothly
Plan and book business travel arrangements including flights, hotels, and transportation
Handle sensitive and confidential information with discretion and integrity
Qualification
Required
Advanced knowledge of Excel and accounting software (e.g., QuickBooks, Sage, or similar)
Proficiency in Microsoft Word, Outlook, and PowerPoint
Strong understanding of accounting principles and billing processes
Excellent problem-solving, research, and analytical skills
Strong written and verbal communication skills, with the ability to communicate effectively across teams
Ability to manage multiple deadlines and priorities in a fast-paced environment
Exceptional attention to detail and accuracy
Professional demeanor with the ability to interact effectively with all levels of staff and clients
Preferred
Previous experience as an executive assistant or in an administrative support role is a plus
Benefits
401(k)
Bonus based on performance
Company parties
Competitive salary
Dental insurance
Free food & snacks
Free uniforms
Health insurance
Opportunity for advancement
Paid time off
Training & development
Vision insurance
Company
Freight Wizards LLC
Freight Wizards is a 3PL Freight Brokerage that aims to connect our Customers with qualified Carriers to service their Freight Transportation needs across North America.
Founded in 2020
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase