Operations Specialist Jr

We are looking for a organized and detail-driven Logistics Billing & POD Coordinator to manage transportation documentation, freight billing, and Proof of Delivery (POD) collection across our operations. The ideal candidate thrives in a high-volume environment, takes ownership of billing accuracy, and ensures documentation compliance from load creation through invoice submission — serving as the critical link between operations, carriers, and accounting.

Key Responsibilities

Freight Billing & Invoice Processing

• Build and process loads in the TMS, ensuring accurate entry of rates, mileage, accessorials, and all relevant billing data.
• Generate and submit freight invoices to clients and brokers in a timely manner, following established billing cycles and client-specific requirements.
• Audit invoices against rate confirmations and load documentation to identify and resolve discrepancies before submission.
• Coordinate with the accounting team to ensure invoices are posted correctly and outstanding receivables are tracked.

POD Collection & Documentation Management

• Proactively follow up with carriers and drivers to collect signed Proof of Delivery (POD) documents within required timeframes.
• Organize, file, and maintain all POD records — both digital and physical — ensuring quick retrieval and full audit trail compliance.
• Verify POD accuracy (signatures, timestamps, delivery confirmation) before releasing invoices for payment processing.
• Escalate missing or incomplete PODs to dispatch and account management teams, tracking resolution to closure.

Operations & Cross-Team Coordination

• Collaborate with the operations and dispatch teams to ensure all load data in the TMS is accurate, complete, and ready for billing.
• Communicate billing status, pending PODs, and documentation gaps to relevant stakeholders through regular reporting.
• Support carrier follow-up on outstanding documentation, rate confirmations, and accessorial approvals.
• Identify recurring billing errors or process bottlenecks and propose improvements to increase efficiency and accuracy.

Qualifications:

• 1+ year of experience in logistics billing, freight documentation, or transportation operations.
• Proficiency with TMS platforms for load building, invoicing, and billing management.
• Strong understanding of freight billing processes, rate confirmations, and accessorial charges.
• Experience with POD collection workflows and documentation compliance requirements.
• High attention to detail and accuracy in data entry and invoice processing.
• Strong organizational skills and ability to manage multiple open loads and billing cycles simultaneously.
• Effective communication skills for carrier follow-up and cross-functional team coordination.
• Proficient in Microsoft Excel or Google Sheets for tracking and reporting.