Billing Coordinator

Hirschbach; Sapulpa (OK); On-site; USD 42,000 - 59,000; Full time

Job summary

Hirschbach Motor Lines is seeking a Billing Coordinator to prepare and process customer invoices, ensuring accuracy and timely payments. The role requires collaboration with Sales, Dispatch, and Settlement to resolve billing issues and maintain smooth workflow.

This position emphasizes attention to detail, efficient data handling in AS400 and other systems, and proactive communication with customers and internal teams to support receivables and documented billing.

Qualifications

• High school diploma or equivalent required; an associate degree in Accounting or Business Administration preferred.
• Demonstrated precision, strong accuracy, and exceptional attention to detail.
• Ability to multitask effectively and prioritize tasks in a fast-paced environment.

Responsibilities

• Prepare and process accurate customer invoices in a timely manner.
• Coordinate with drivers and operations staff to obtain required paperwork for accurate billing.
• Identify billing issues or discrepancies and collaborate with departments to resolve them.
• Monitor accounts receivable daily and support strategies for timely payments.

Skills

Attention to detail

Multitasking

Prioritization

Communication

Education

High school diploma or equivalent

Associate degree in Accounting or Business Administration (preferred)

Tools

AS400

Invoicing software/ERP systems

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.
• 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.