Billing Coordinator

Ultipro; Dubuque (IA); On-site; USD 42,000 - 62,000; Full time

Job summary

Hirschbach Motor Lines in Dubuque, IA is seeking a Billing Coordinator to prepare customer invoices, ensure timely payments, and support accounts receivable processes.

You will use AS400 and other systems, collaborate with Sales, Customer Service, Dispatch and Settlement to resolve billing issues, and maintain accurate documentation.

The role requires high attention to detail, strong communication skills, and the ability multitask in a fast-paced environment.

Qualifications

• High school diploma or equivalent; associate degree preferred.
• Excellent attention to detail and accuracy.
• Ability to multitask and prioritize in a fast-paced environment.
• Experience with AS400 or similar billing systems.
• Strong communication and cross-department collaboration.

Responsibilities

• Prepare and process accurate customer invoices in a timely manner.
• Review, update, enter, and approve invoicing data in AS400 and other systems.
• Coordinate with drivers and operations staff to obtain required paperwork.
• Organize, file, and send invoices with complete documentation.
• Collaborate with Sales, Customer Service, Dispatch, and Settlement to resolve discrepancies.
• Identify billing issues and suggest improvements for accuracy and efficiency.
• Respond to customer requests for supporting documents.
• Monitor accounts receivable daily to identify past-due accounts.
• Develop and support strategies to ensure timely payments.
• Assist customers with past-due balances to resolve issues.
• Perform other duties as assigned.

Skills

Attention to detail

Multitasking

Communication

Data entry

Education

High school diploma or equivalent

Associate degree in Accounting or Business Administration (preferred)

Tools

AS400

Billing software

Job description

The Billing Coordinator is responsible for accurately and efficiently preparing customer invoices, ensuring timely payment, and supporting the overall billing and accounts receivable process. This role requires excellent attention to detail, strong communication skills, and the ability to collaborate with multiple departments to resolve billing issues and maintain smooth workflow operations.

Key Responsibilities:

Billing & Invoicing:

• Prepare and process accurate customer invoices in a timely manner.
• Utilize AS400 and other software systems to review, update, enter, and approve invoicing data.
• Coordinate with drivers and operations staff to obtain required paperwork for accurate billing.
• Organize, file, and send invoices to customers, ensuring complete and correct documentation.

Issue Resolution & Collaboration

• Work closely with Sales, Customer Service, Dispatch, and Settlement departments to resolve invoice exceptions or discrepancies.
• Identify billing issues or inconsistencies and recommend improvements to enhance accuracy and efficiency.
• Respond to customer requests for supporting documents (e.g., bills of lading, proof of delivery).

Accounts Receivable Support:

• Monitor accounts receivable daily to identify potential or current past‑due accounts.
• Develop and support strategies to ensure timely and full payments.li>
• Assist customers with past‑due balances to resolve issues and facilitate cooperative payment recovery.

Additional Responsibilities

• Perform other duties as assigned to support departmental and organizational goals.

Schedule: Monday – Friday, 8:00am-4:30pm

Education and Experience:

• High school diploma or equivalent required; an associate degree in Accounting or Business Administration is preferred.
• Demonstrated precision, strong accuracy, and exceptional attention to detail.
• Ability to multitask effectively and prioritize tasks in a fast‑paced environment.
• Capable of processing information with a high level of accuracy, efficiency, and consistency.
• Skilled in computer operations with the ability to navigate multiple programs and systems seamlessly.

Company Overview

Founded in 1935, Hirschbach Motor Lines has built a sterling reputation for delivering time and temperature-sensitive freight across 48 states. Today, the organization generates $1+ billion in revenue and has become the 2nd largest refrigerated carrier in North America with company headquarters in Dubuque, Iowa. Hirschbach strives to provide the highest level of service in the industry, offering a breadth of services including Dedicated, Over the Road, Expedited, Entertainment, and Logistics Solutions.

With a tenured history and vision for the future, our company culture drives us to be the best in the business, grounded in our All In To Win values. One key to trust is having a pool of talent and resources who are exceptionally competent, capable, and passionate for serving results to our customers.

Equal Opportunity Statement

Our Company is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment which is free of harassment, discrimination, or retaliation because of age, race, color, national origin, ancestry, religion, creed, sex, sexual orientation, gender, gender identity, pregnancy (including childbirth, lactation and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed service member status, or any other status protected by federal, state, or local laws. The Company is dedicated to the fulfillment of this policy in regard to all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.