Logistics Billing Coordinator

GES - Global Experience Specialists; United States; On-site; USD 50,000 - 75,000; Full time

Benefits offered by this job

Competitive salaries

401K with company match

Healthcare/vision/dental insurance

Wellness benefits

Career development program

Employee assistance program

Vacation time

Community involvement opportunities

Team activities

Job summary

GES - Global Experience Specialists is seeking a detail‑driven Billing Specialist to manage final transportation costs for events, audit carrier invoices, and reconcile costs against shipment records and contracted rates.

You will coordinate with Logistics, Operations, Sales, and Accounting to resolve billing questions, maintain thorough supporting documentation, and issue accurate final exhibitor invoices in a timely manner.

Qualifications

• High school diploma or equivalent.
• Experience in billing, invoicing, accounting, logistics, or a related field preferred.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to analyze invoices, rates, and supporting documentation.
• Strong problem-solving and reconciliation skills.
• Excellent written and verbal communication skills.
• Ability to work effectively with internal departments, carriers, and customers.
• Proficiency with Microsoft Office, particularly Excel.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Previous convention industry AND transportation service experience preferred.

Responsibilities

• Review final transportation costs from carriers after each event.
• Audit carrier invoices and supporting documentation for accuracy, including rates and surcharges.
• Reconcile carrier costs against shipment records and contracted rates.
• Identify and resolve billing discrepancies with carriers and internal teams.
• Prepare and issue final invoices to exhibitors.
• Ensure all transportation charges are captured on exhibitor invoices.
• Process adjustments, credits, and rebills when necessary.
• Coordinate with Logistics, Operations, Sales, and Accounting to resolve billing questions.
• Respond to exhibitor billing inquiries in a timely and professional manner.
• Maintain accurate billing records and supporting documentation.
• Monitor outstanding billing items and follow up for timely completion.
• Assist with post-event billing reconciliation and resolution of issues.
• Identify recurring billing issues and recommend process improvements.
• Maintain confidentiality and follow company policies and procedures.
• Perform other duties and special projects as assigned.

Skills

Billing & Invoicing

Attention to Detail

Excel

Communication

Time Management

Problem Solving

Education

High school diploma or equivalent

Tools

Microsoft Excel

Job description

• Review and obtain final transportation costs from carriers following each event.
• Audit carrier invoices and supporting documentation for accuracy, including rates, accessorial charges, fuel surcharges, and other applicable fees.
• Reconcile carrier costs against shipment records, quotes, and contracted rates.
• Identify and resolve billing discrepancies with carriers and internal teams.
• Prepare and issue accurate final invoices to exhibitors.
• Ensure all applicable transportation services and charges are captured on exhibitor invoices.
• Process adjustments, credits, and rebills when necessary.
• Coordinate with Logistics, Operations, Sales, and Accounting teams to resolve billing questions and discrepancies.
• Research and respond to exhibitor billing inquiries in a timely and professional manner.
• Maintain accurate billing records and supporting documentation.
• Monitor outstanding billing items and follow up to ensure timely completion.
• Assist with post-event billing reconciliation and resolution of outstanding issues.
• Identify recurring billing issues and recommend process improvements to increase accuracy and efficiency.
• Maintain confidentiality and follow company policies and procedures.
• Perform other duties and special projects as assigned.

Responsibilities

• Review and obtain final transportation costs from carriers following each event.
• Audit carrier invoices and supporting documentation for accuracy, including rates, accessorial charges, fuel surcharges, and other applicable fees.
• Reconcile carrier costs against shipment records, quotes, and contracted rates.
• Identify and resolve billing discrepancies with carriers and internal teams.
• Prepare and issue accurate final invoices to exhibitors.
• Ensure all applicable transportation services and charges are captured on exhibitor invoices.
• Process adjustments, credits, and rebills when necessary.
• Coordinate with Logistics, Operations, Sales, and Accounting teams to resolve billing questions and discrepancies.
• Research and respond to exhibitor billing inquiries in a timely and professional manner.
• Maintain accurate billing records and supporting documentation.
• Monitor outstanding billing items and follow up to ensure timely completion.
• Assist with post-event billing reconciliation and resolution of outstanding issues.
• Identify recurring billing issues and recommend process improvements to increase accuracy and efficiency.
• Maintain confidentiality and follow company policies and procedures.
• Perform other duties and special projects as assigned.

Qualifications

• High school diploma or equivalent.
• Previous experience in billing, invoicing, accounting, logistics, transportation, or a related field preferred.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to analyze invoices, rates, and supporting documentation.
• Strong problem-solving and reconciliation skills.
• Excellent written and verbal communication skills.
• Ability to work effectively with internal departments, carriers, and customers.
• Proficiency with Microsoft Office, particularly Excel.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Previous convention industry AND transportation service experience preferred.

Key Competencies

• Attention to Detail: Ensures billing and supporting documentation are accurate and complete.
• Financial Accuracy: Understands the importance of accurate cost auditing and customer invoicing.
• Problem Solving: Investigates discrepancies and identifies appropriate resolutions.
• Organization: Manages multiple events, shipments, carriers, and billing deadlines.
• Communication: Communicates clearly and professionally with internal and external partners.
• Accountability: Takes ownership of billing issues through resolution.
• Teamwork: Collaborates effectively with Logistics, Operations, Sales, Accounting, and other departments.
• Customer Focus: Provides timely and professional support to exhibitors regarding billing questions.

Work Environment

• Office setting/home office/remote will include sitting in front of computer for long periods of time.
• Frequently performs work on the tradeshow floor, in noisy and crowded areas while enduring uncomfortable temperatures, dust and/or other conditions.
• Job requires walking, bending, handling, reaching, grasping, lifting, and repetitive motions.
• Job requires long hours during show runs with varying stop and start time both early AM and late PM.
• Requires working alone at times and also with others in a team atmosphere.
• Will work with and report to multiple managers both in a city and national level.

Benefits

Our team members are our family, so we help our team members care for their families. The rewards of joining GES are extensive. We offer a comprehensive benefits package to all full-time employees. Here are some of the highlights:

• Competitive salaries
• 401K with company match
• Healthcare/vision/dental insurance
• Wellness benefits
• Career development program
• Employee assistance program
• Vacation time
• Community involvement opportunities
• Team activities

And much more