LTL Pre Invoice Specialist - Hybrid Work Schedule

Mansfield Oil Company; Gainesville (GA); Hybrid; USD 48,000 - 62,000; Full time

Job summary

Mansfield Oil Company is seeking a Pre-Invoice Specialist II/III to ensure timely collection and tracking of pending orders, validate and reconcile vendor transactions, and maintain productive billing relationships with LTL vendors nationwide. The role supports open order fulfillment, invoice processing, and statement reconciliation.

Required are a high school diploma (Associates preferred), 2+ years in billing or AR/AP, and strong Excel skills.

Qualifications

• Must have strong communication and problem solving skills.
• Ability to multi-task and work in a team environment.
• Proficient in Microsoft Office; advanced Excel skills (VLOOKUP, PivotTables) preferred.

Responsibilities

• Open vendor orders: request, collect, and manage open orders; adjust schedules as needed.
• Process manual and automated vendor invoices for payment; manage file status to targets; resolve pricing, tax, and setup issues.

Skills

Strong communication

Problem solving

Multi-tasking

Team environment

Microsoft Office proficiency

Education

High school diploma

Associates degree or higher preferred

Tools

Excel advanced (VLOOKUP, PivotTables)

Microsoft Office Suite

Job description

The Pre-Invoice Specialist II / III is responsible for the timely collection and tracking of pending orders; validation, processing, and reconciliation of vendor transactions daily; managing statement of accounts and maintaining productive billing relationships for our less than truckload vendor partners to our customer locations nationwide.

Responsibilities

Open Order Fulfillment

• Request, collect, and manage open vendor orders
• Identify incorrect schedules and make adjustments as needed

Process Vendor Invoices

• Receive manual and automated invoices and process for payment
• Manage pending file status to established metric/goals
• Identify, research, and resolve pricing, tax, and set -up related issues on invoices
• Determine internal vs external invoice issues and engage appropriate stakeholders for resolution
• Identify necessary credit/rebills and request from vendors

Statement of Accounts

• Collect and track statements from assigned vendors monthly
• Resolve untimely outstanding accounts payable items

Root Cause Analysis and Process Improvement

• Identify and analyze trends across multiple vendors and transactions and resolve pursuant to department goals
• Establish processes with vendors to correct transaction file errors
• Proactively analyze failing files for root cause and enact solutions
• Identify and execute opportunities to transition vendors to ERS or manual fulfillment

Other Duties as Assigned

• Maintain a positive billing relationships with assigned vendors
• Train new or advancing vendors on Mansfield processes and billing methods
• Assist with other LTL billing responsibilities as needed

Position Requirements

Formal Education & Certification

• High school diploma required
• Associates degree or higher preferred

Knowledge & Experience

• Must have at least two years' professional work experience, preferably in billing or accounts receivable/accounts payable
• Petroleum Industry knowledge preferred
• Must be able to use Microsoft Office suite with confidence (Word, Outlook, Excel, PowerPoint)
• Advanced proficiency with Microsoft Excel required (vlookups, pivot tables, etc.)

Qualifications & Characteristics

• Strong communication skills
• Strong problem solving skills
• Ability to multi-task
• Ability to work in a team environment

Work Environment

• 40 hours per week - hybrid schedule available once training is completed (3 days in the office, 2 days remote); training take at least 3 months
• Sitting for extended periods of time
• Dexterity of hands and fingers to operate a computer keyboard, mouse, power tools, and other computer components

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.