Junior Invoice Specialist

Purpose of Position:

The Junior Invoice Specialist supports the billing process by preparing and submitting accurate invoices, managing documentation, and assisting with exception resolution. This role also provides structured coverage for backup reception and paperwork/document management, contributing to smooth front-office operations. The ideal candidate is detail-oriented, organized, and eager to learn in a fast-paced transportation and logistics environment.

Key Accountabilities:

• Prepare and submit customer invoices with appropriate backup, ensuring accuracy in base rates, fuel surcharges, exchange rates, accessorial charges, and GST/HST.
• Upload invoices and supporting documents to customer portals; monitor for rejections and escalate issues as needed.
• Retrieve and organize documentation such as BOLs, PODs, and approvals from internal teams and carriers.
• Maintain accurate and organized records to support audit trails and dispute resolution.
• Assist with resolving basic billing exceptions, such as missing documents or minor rating discrepancies.
• Support the team in managing credit/debit notes and rebills under guidance from senior staff.
• Provide structured backup coverage for reception duties, including greeting visitors, answering phones, and handling incoming/outgoing paperwork.
• Manage physical and digital document filing, scanning, and distribution.
• Adapt to workflow changes introduced by automation and "no-touch" billing processes, flag recurring issues for review.
• Participate in training and development activities to build knowledge of billing systems, customer requirements, and industry practices.
• Request rate and accessorial approvals from appropriate department when necessary and scan approvals into document management system.
• Cross train with other team members to assist as a back-up when needed.

Qualification

• Post-secondary diploma/certificate in business, accounting, or supply chain—or equivalent experience.
• 1–2 years of administrative, billing, or customer service experience (transportation/logistics experience an asset).

• Strong analytical and decision-making skills
• Demonstrates strong attention to detail and organizational skills in a fast-paced, deadline-driven environment; consistently adheres to standard operating procedures (SOPs).
• Communicates clearly and professionally, both in writing and verbally; maintains courteous and effective phone etiquette during reception coverage.
• Applies a proactive problem-solving approach; recognizes when to escalate issues and ensures all supporting documentation and notes are complete and accurate.
• Collaborates effectively within a team and shows initiative in learning billing systems, portal workflows, and EDI processes.

Required Skills:

• Basic Excel (sorting/filtering, simple formulas) and proficiency with Outlook/Word.
• Technical Proficiency in invoicing software and financial systems (e.g., SAP, Oracle, TMW).

Supervision: 

This position reports to the Invoicing Manager. The immediate supervisor and/or department leader periodically checks assignments for progress. This position has no authority over other members of the team and has no direct reports.

Works under regular supervision with defined procedures and checklists; exercises judgment to resolve straightforward issues and escalates complex items with complete context. Accurate, timely work supports clean invoicing, cash flow, and customer satisfaction

Impact of Errors:

Incorrect billing could impact the ability for the company to obtain payment for the work performed. It also impacts the relationship with the customer, which could result in a loss of profit, delayed payment, and reporting financials to the bank.

Working Conditions:

Office-based role using standard equipment and systems; scheduled backup reception coverage; occasional minimal support for other sites as needed.