About the Role
We are looking for a highly organized, detail-oriented, and dependable Trucking Accounts Manager to join our team. This position will be responsible for managing day-to-day accounting and administrative activities for our trucking operations, including customer invoicing, accounts receivable and payable, payment collections, driver payroll, fuel management, driver documentation, and expense tracking.
The ideal candidate has experience in trucking, transportation, logistics, or accounting and understands the importance of accurate paperwork, timely billing, payroll accuracy, cost control, and maintaining healthy cash flow.
Key ResponsibilitiesCustomer Billing & Accounts Receivable
- Prepare and send accurate customer invoices based on completed loads, rate confirmations, delivery documents, and supporting paperwork.
- Manage Accounts Receivable (AR) and monitor outstanding customer balances.
- Follow up with customers by phone and email to collect overdue payments.
- Maintain accurate records of customer payments, credits, deductions, and account balances.
- Investigate and resolve invoice discrepancies, payment issues, rate differences, and customer billing questions.
- Ensure completed loads are invoiced promptly to maintain consistent cash flow.
Accounts Payable & Expense Management
- Manage Accounts Payable (AP), including receiving, reviewing, coding, and tracking vendor invoices.
- Review repair, maintenance, fuel, toll, and other operating invoices for accuracy and proper documentation.
- Ensure expenses are properly assigned to the appropriate truck, driver, trip, or company account when applicable.
- Maintain organized records of company expenses and vendor payments.
- Assist with monitoring operating costs and identifying opportunities to reduce unnecessary expenses.
Driver Payroll & Trip Documentation
- Prepare weekly driver payroll accurately and on time.
- Collect and review driver trip sheets, trip reports, and supporting documentation.
- Ensure all trips are properly documented before payroll is processed.
- Gather and verify required fuel receipts, toll receipts, repair invoices, scale tickets, permits, and other trip-related receipts and documentation.
- Review driver paperwork for completeness, accuracy, and discrepancies.
- Follow up with drivers promptly when required paperwork or receipts are missing.
- Verify mileage, loads, trips, deductions, advances, expenses, and other information required for accurate payroll processing.
- Maintain organized payroll records and supporting documentation.
- Communicate with drivers regarding payroll questions, missing paperwork, expenses, and documentation requirements.
- Work with management to resolve payroll discrepancies or missing information.
Fuel Management
- Maintain accurate records of fuel purchases, fuel cards, fuel usage, and fuel expenses.
- Review and reconcile fuel reports regularly.
- Monitor driver fuel purchases and ensure transactions comply with company policies.
- Identify unusual fuel purchases, discrepancies, excessive fuel usage, or unauthorized transactions.
- Advise drivers on appropriate and cost-effective locations to fuel based on their routes, fuel prices, company policies, and available fuel-card networks.
- Monitor fuel costs and assist management in controlling overall fuel expenses.
- Match fuel receipts and fuel-card transactions with driver and truck records when required.
Driver & Operations Support
- Communicate regularly with drivers regarding paperwork, fuel, expenses, payroll, and administrative requirements.
- Work closely with dispatch and operations to ensure load information and supporting documents are received for timely billing and payroll.
- Follow up with drivers to obtain missing trip sheets, PODs, fuel receipts, toll receipts, repair invoices, and other required documentation.
- Maintain accurate driver files and operational records.
- Assist drivers and operations staff with administrative and accounting-related questions.
- Help ensure company policies and documentation requirements are consistently followed.
Reporting & Record Keeping
- Prepare and maintain weekly and monthly reports relating to revenue, expenses, AR, AP, payroll, fuel, and operating costs.
- Reconcile company records and identify discrepancies.
- Maintain accurate digital and physical records of invoices, receipts, payroll documents, fuel reports, and other financial documentation.
- Ensure documentation is properly organized and readily available for management, accounting, audits, and tax purposes.
- Assist management with financial and operational reporting as required.
General Responsibilities
- Communicate professionally with customers, drivers, vendors, repair shops, fuel providers, and management.
- Maintain confidentiality when handling payroll, financial,
Pay: $18.00-$25.00 per hour
Work Location: In person
