Admin Supervisor

Maersk Warehousing & Distribution Services USA LLC; Jurupa Valley (CA); On-site; USD 80,000 - 85,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401k + Company Match

Paid Time Off

Flexible Work Schedules

Job summary

Maersk Warehousing & Distribution Services USA LLC is seeking an Admin Supervisor to oversee billing operations and AR management across multiple locations. You will ensure accurate invoicing, monitor receivables, and uphold customer billing requirements.

The role requires a Bachelor's degree and 3+ years in billing or finance administration with supervisory experience. SAP experience is preferred; bilingual skills are a plus.

Qualifications

• Bachelor's degree required.
• 3+ years of billing, accounts receivable, finance administration, or related field.
• 3+ years of supervisory or team leadership experience.
• Experience in transportation, logistics, distribution, or supply chain operations preferred.
• Bilingual is preferred but not required.
• Ability to read, analyze, and interpret business documents.

Responsibilities

• Oversee daily billing activities to ensure accurate and timely invoice generation.
• Review and validate invoices, purchase orders, delivery records, and other supporting documentation.
• Enter and maintain billing information in company systems.
• Prepare customer invoices, including charges, credit terms, shipment dates, and supporting documentation.
• Research and resolve billing discrepancies, customer disputes, and invoice exceptions.

Skills

Leadership

Analytical skills

Prioritization

Communication

Bilingual

Education

Bachelor's degree in Business Administration, Accounting, Finance, or related field

Tools

SAP

Job description

As a company, we promote a culture of honesty and integrity, and value the trust it allows us to build with customers and employees alike. Our focus on our people is what sets us apart and keeps our customers coming back to work with us!If you are seeking to be a part of a family, this is the place for you!Performance Team handles end-to-end warehousing and distribution logistics needs utilizing our strategic network of storage facilities. Our facilities are capable of receiving, storing, processing and dispatching cargo, so we can build flexibility and resilience into the supply chain process. Our integrated solutions allow us to be prepared for supply chain risks, so we can plan distribution to better achieve lead time and goals despite unexpected conditions. Our extensive experience, connections, and deep expertise across different sectors, industries, and transportation modes, means we can be counted on for process excellence that will save time and money.The Admin Supervisor is responsible for overseeing billing operations, invoice validation, accounts receivable (AR) management, accounts payable (AP) management and customer billing support across multiple business locations. This role ensures timely and accurate invoicing, proactive monitoring of receivables, compliance with customer-specific billing requirements, and continuous improvement of billing processes.The position serves as a critical resource for business continuity by providing expertise, cross-training, and backup coverage for dedicated customer accounts. The role requires strong leadership, analytical skills, and the ability to manage multiple priorities while supporting both operational and financial objectives.This position reports to the Manager of Operations or designated department leader and supervises up to 7 administrative and billing team members.Essential Duties and ResponsibilitiesOther duties may be assigned.Billing OperationsOversee daily billing activities to ensure accurate and timely invoice generation.Review and validate invoices, purchase orders, delivery records, and other supporting documentation.Enter and maintain billing information in company systems.Prepare customer invoices, including charges, credit terms, shipment dates, and supporting documentation.Research and resolve billing discrepancies, customer disputes, and invoice exceptions.Process credit memos and billing adjustments related to incorrect billing.Maintain customer billing profiles and ensure compliance with customer-specific requirements.Accounts Receivable ManagementConduct weekly AR reviews across all assigned locations.Monitor aging reports and identify past-due accounts requiring follow-up.Coordinate with customers and internal teams to resolve payment delays.Escalate collection risks and unresolved aging balances to management.Process ImprovementIdentify opportunities to streamline billing, approval workflows, and validation processes.Develop and maintain standard operating procedures for billing and AR activities.Improve reporting tools and processes to increase efficiency and accuracy.Recommend solutions that reduce billing errors and improve cash flow performance.Business Continuity & Backup CoverageProvide backup coverage for dedicated customer billing accounts.Cross-train team members to ensure adequate coverage and eliminate single points of failure within billing operations.Support after-hours customer requests and urgent billing issues when necessary.Leadership & SupervisionDirectly supervise up to 7 employees within the billing and administrative functions.Assign workloads, establish priorities, and monitor performance.Provide coaching, training, and ongoing development opportunities for team members.Conduct performance reviews and communicate expectations clearly.Foster a collaborative, customer-focused work environment.Ensure compliance with company policies, procedures, and applicable laws.Supervisory ResponsibilitiesCarries out supervisory responsibilities in accordance with the organization's policies and applicable laws, including:Interviewing, hiring, and training employees.Planning, assigning, and directing work.Appraising performance.Rewarding and disciplining employees.Addressing employee concerns and resolving problems.Supporting employee growth and development.CompetenciesLeadership & DelegationEffectively delegates assignments and monitors results.Establishes clear expectations and accountability.Recognizes team accomplishments and successes.Managing PeopleInvolves employees in planning and decision-making.Encourages process improvement and employee development.Provides regular coaching and performance feedback.Promotes quality, accountability, and customer service excellence.JudgmentDemonstrates sound business judgment.Makes timely and informed decisions.Analyzes data and supports decisions with logical reasoning.ProfessionalismMaintains professionalism under pressure.Communicates respectfully and effectively with all levels of the organization.Demonstrates integrity and accountability.Safety & SecurityAdheres to company safety policies and procedures.Identifies and reports unsafe conditions.Uses company equipment and materials appropriately.DependabilityConsistently meets deadlines and commitments.Accepts responsibility for results.Demonstrates flexibility during periods of increased workload.QualificationsTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily.Education and ExperienceRequiredBachelor's degree in Business Administration, Accounting, Finance, or related field.3+ years of experience in billing, accounts receivable, finance administration, or related field.3+ years of supervisory or team leadership experience.PreferredExperience within transportation, logistics, distribution, or supply chain operations.Experience with SAP or similar ERP systems.Language SkillsAbility to read, analyze, and interpret business documents, customer contracts, and correspondence.Ability to prepare professional reports and customer communications.Ability to effectively present information to employees, customers, and management.Bilingual is preferred but not required.Reasoning AbilityAbility to solve practical business problems involving multiple variables.Ability to interpret customer billing requirements and company procedures.Ability to prioritize workload in a fast-paced environment.Computer SkillsProficiency in:Microsoft Excel (advanced preferred)Microsoft WordMicrosoft OutlookSAP or similar ERP systemsBilling and Accounts Receivable software applicationsReporting and data analysis toolsAdditional SkillsStrong organizational skills and attention to detail.Knowledge of transportation, logistics, dedicated fleet, or warehouse billing practices preferred.Ability to support urgent business needs outside standard business hours when necessary.Physical RequirementsReasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this position, the employee is regularly required to:Sit, stand, walk, and use hands for computer work.Reach with hands and arms.Communicate effectively through speaking and hearing.Occasionally lift and/or move up to 25 pounds.Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.Business Justification for PositionThis role supports the organization's growing need for centralized billing ownership, proactive accounts receivable management, and sustainable business continuity. The position reduces operational risk by:Ensuring consistent invoice processing and validation.Conducting routine AR reviews to improve collection performance.Monitoring customer-specific payment requirements and deadlines.Providing dedicated backup coverage for key customer accounts.Cross-training employees to reduce dependency on individual subject matter experts.Supporting business operations during employee absences, turnover, and peak workload periods.Allowing operational leadership to focus on strategic and customer-facing responsibilities while strengthening financial controls and cash flow management.Company Benefits:MedicalDentalVision401k + Company MatchEmployee Assistance ProgramPaid Time OffFlexible Work Schedules (when possible)And more!Pay Range:$80k - $85k annually*The above stated pay range is the anticipated starting salary range for the position. The Company may adjust this range in light of prevailing market conditions and other factors such as location. The Company will work directly with the selected candidate(s) on the final starting salary in accordance with all applicable laws.Maersk is committed to a diverse and inclusive workplace, and we embrace different styles of thinking. Maersk is an equal opportunities employer and welcomes applicants without regard to race, colour, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, pregnancy or parental leave, veteran status, gender identity, genetic information, or any other characteristic protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with all legal requirements.We are happy to support your need for any adjustments during the application and hiring process. If you need special assistance or an accommodation to use our website, apply for a position, or to perform a job, please contact us by emailing [e-mail] .