Sr Billing Specialist - Warehouse Services

Sr Billing Specialist – Warehouse Services

Sr Billing Specialist – Warehouse Services is responsible for preparing and issuing accurate invoices for warehouse storage, order fulfillment, and distribution services. This role ensures billing accuracy by verifying shipping records and service logs, resolving discrepancies, and maintaining strong relationships with internal and external stakeholders. The specialist collaborates with sales and operations teams to ensure timely billing, maintains precise billing and pricing records to support audits, and manages receivables aging. Additionally, the role supports end-of-month billing for both asset and 3PL warehouses, partners with the payables team to ensure invoicing profitability, and continuously improves billing processes and documentation for operational efficiency and compliance.

Sr Billing Specialist – Warehouse Services responsibilities and essential job functions include, but are not limited to the following:

• Prepare, review, and issue accurate invoices for warehouse storage, order fulfillment, distribution and related services.
• Verify data from shipping records and service logs to ensure correct billing for all charges.
• Address billing discrepancies and resolve errors promptly.
• Resolve billing disputes and maintain positive relations with internal and external customers.
• Collaborate with internal sales and operations business partners to ensure timely billing.
• Maintain accurate billing and pricing records to support audits and reporting requirements. Ensure all end of month billing is completed for both the asset and 3PL warehouses.
• Maintain accurate aging for all warehouse receivables and communicate with appropriate parties when customers go past due.
• Work with the payables team to ensure accuracy and profitability during invoicing.
• Develops, enhances, and maintains documentation for billing processes and workflows, ensuring efficiency, accuracy, and compliance with organizational standards.
• Mentor and train junior billing staff by providing guidance on billing procedures, compliance standards, and system navigation. Serve as a resource for troubleshooting complex billing issues and foster a collaborative learning environment to support team development.
• Regular and reliable attendance, with or without reasonable accommodation, is an essential function of this position and is crucial for maintaining workflow and productivity.
• The above job functions are illustrative of the duties and responsibilities associated with this position and are not intended to be all-inclusive. Employee may be asked to perform other related duties to meet the ongoing needs of the organization.

Qualifications, Knowledge, Skills and Abilities:

• High School Diploma or GED; Bachelor's Degree in supply chain, logistics or related field preferred.
• 2+ years' experience working in an analytical or process improvement role within warehouse operations.
• Experience in Billing, Accounts Receivable, Accounts Payable preferred.
• High attention to detail and accuracy in data entry and financial recordkeeping.
• Strong analytical and problem-solving skills to identify and resolve billing discrepancies.
• Proficient in both written and oral communication. Capable of clearly and effectively conveying information and presenting to internal and external business partners.
• Ability to analyze current billing workflows and recommend improvements to enhance efficiency and reduce errors; Ability to lead or contribute to process improvement initiatives, including documenting procedures, identifying bottlenecks, and implementing automation or system enhancements.
• Previous experience with Warehouse Management Systems (WMS); Deposco and Cargowise preferred.
• Rates, accessorial pricing, class and commodities experience a plus.
• Strong knowledge of shipping and routing guides for multiple mass retailers including retail labeling (Including UCC-128 and GS-128).
• Strong time management and organizational skills to handle multiple billing cycles and month end procedures.
• Ability to interpret and apply billing policies and procedures consistently.
• Ability to maintain confidentiality and handle sensitive financial data with integrity.
• Ability to adapt to new technologies and systems as billing processes evolve.
• Ability to multitask and shift focus in a fast-paced, dynamic and evolving logistics and warehouse environment with rapidly changing priorities, meet deadlines, work well under pressure, prioritize work and maintain discretion on confidential matters while maintaining a positive attitude and providing unmatched customer service.
• Proficient in utilizing various technology platforms, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and video conferencing tools (WebEx, Zoom, Microsoft Teams).
• Ability to read, write, and speak English fluently.
• Ability to maintain regular and reliable attendance, with or without reasonable accommodation.