Job Description

OFFICE CLERICAL ASSISTANT Reports directly to Controller We are a freight/logistics company that has a concentration in moving aggregate freight in the Houston, San Antonio and Dallas Markets for a vast book of customers in the aggregate, Ready Mix and Oil and Gas industries. Currently we are looking for a candidate to fill a roll in weekly ticket/BOL data entry (up to 2500 freight tickets per week), invoicing gross receipts to customers and settling carrier expenses each week. The job scope will also include AR/AP related duties as with handling invoicing/BOL discrepancies with customer and carriers alike. In addition, the position will have exposure and duties related to the job functions below. JOB FUNCTIONS: ACCOUNTS RECEIVABLE • Input all weekly Bill of Ladings related to order placement into accounting system. (up to 2,500 transactions per week). • Audit multiple items for integrity (ticket details, edit sheets, audit reports, corrections, etc.) • Quickly compile and validate large volumes of data from various sources (sales tickets/Freight bill of ladings) to prepare customer invoices insuring quality and accuracy. • Apply customer payments and prepare bank deposits promptly and accurately. • Monitor customer outstanding and past due account balances. Make collection calls and work with customers to collect on past due balances through updated account statements. • Resolve business critical issues, implement process improvement initiatives, and proactively manage issues related to customer/vendor accounts. • Listens to customer issues and or complaints and works to resolve them through communication with the sales/dispatch department. • Prepare and review AR daily, monthly, yearly reports. • Handles cash sales by collecting cash, checks or credit card transactions. ACCOUNTS PAYABLE • Involved with all activities related to end to end AP Processing, including Customer/Vendor Maintenance, Bill Processing, and Disbursements. • Ensure timely vendor AP disbursements and the accurate recording of each. • Will work directly with Controller and CFO for approved bill and vendor payments. ACCOUNTING FUNCTIONS • Organization of supporting documentation to include scanning, filing, document indexing, and packaging documents for on/off-site storage. • Ad-hoc tasks and projects as and when assigned by management • Post and invoice ticket detail in accordance with applicable business rules. • Prepare and email customer invoices timely insuring quality and accuracy. • Generate customer adjustments related to invoicing inaccuracies. COMPETENCIES • Maintains the office in a neat and professional manner. • Must be computer literate and comfortable with using Microsoft Outlook, Microsoft Excel, Access and Word for main job duties. Advanced excel experience is a plus. • Experience in using accounting platforms such as QuickBooks and treasury management software’s. • Produce high quality, high volume work with minimal supervision. • Detail Oriented • Must be able to turn around data entry in an efficient timely manner to process accounting settlements • No accounting degree required but is a plus for the position and growth in the role. *In absence of the Controller, Accounting Assistants will take direction from the CFO.