Order Closing Specialist

Acertus; Overland Park (KS); On-site; USD 29,000 - 32,000; Full time

Benefits offered by this job

Medical, Dental, Vision

401(k) with company match

Paid Time Off (PTO)

Grubhub+ membership

Casual dress code

Tuition Reimbursement

Employee discount programs

Job summary

ACERTUS in Overland Park, KS is seeking an Order Closing Specialist to review completed vehicle transport orders, reconcile IC payments, and prepare orders for customer billing. You will work with Dispatch and Driver Care to resolve missing information, process reimbursements, and ensure timely, accurate closures.

The role requires high attention to detail, comfort with multiple systems, and strong communication skills to maintain precise order, payment, and documentation records in a busy

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Experience in logistics, transportation, billing, or payment reconciliation in a high-volume environment preferred.
• Proficient in Microsoft Office programs and comfortable working across multiple systems, reports, trackers, and operational tools.
• Exceptional attention to detail with the ability to identify missing information, discrepancies, documentation issues, and payment concerns before an order is closed.
• Strong analytical and organizational skills with the ability to manage a high volume of completed orders and follow-up activities.

Responsibilities

• Review completed Drive Away orders that have been confirmed delivered and are pending closure.
• Validate all information required to reconcile and close an order (vehicle details, dates, mileage, receipts).
• Review IC payment information and determine eligibility for final payment per guidelines.
• Review receipts and supporting documentation for reimbursements; process approved reimbursements.
• Document payment adjustments, holds, and forfeitures; process final IC payment when ready.
• Verify supporting receipts for expenses (fuel, inspections, washes, tolls, permits).
• Assess whether expenses qualify for reimbursement following established guidelines.
• Review downtime requests and ensure proper documentation where applicable.
• Identify missing or conflicting information and coordinate with Dispatch/Driver Care for corrections.
• Create and manage support tickets related to order closure and payment questions.
• Maintain professional communication with internal partners and follow issues to resolution.
• Review daily reports and prioritize orders by delivery date and priorities.
• Maintain closing trackers and daily productivity metrics; monitor aging orders.
• Identify recurring issues and elevate concerns through appropriate channels.
• Ensure moves are reconciled for IC payment and prepared for customer billing.

Skills

Attention to detail

Analytical skills

Communication

Organization

Problem solving

Organization & prioritization

Documentation & records management

Cross-functional collaboration

Education

High school diploma or equivalent

Associate degree or relevant post-secondary education preferred

Tools

Microsoft Office Suite

Job description

The Order Closing Specialist is responsible for reviewing completed vehicle transport orders to ensure all required order information, documentation, services, receipts, expense details, and payment information are accurate and complete before an order is closed. This role reconciles completed moves for Independent Contractor (IC) payment and prepares orders for customer billing. The Order Closing Specialist works closely with Dispatch, Driver Care, and other operational partners to resolve missing or incomplete information, process eligible reimbursements, and ensure orders are processed accurately and timely. The ideal candidate is detail-oriented, comfortable working with multiple systems and reports, and able to identify discrepancies while following established processes and payment guidelines.

Schedule

Monday-Friday, 8:00am-5:00pm

Compensation

$21-$23/hr

• Review completed Drive Away orders that have been confirmed delivered and are pending closure, ensuring required vehicle, trip, delivery, service, receipt, and payment information is complete and accurate.
• Validate all information required to properly reconcile and close an order, including vehicle make, model, year and VIN; tag/plate information and state; fuel information; pickup and delivery dates and mileage; ETA and actual dates; required vehicle condition reports; service completion documentation; and driver receipts.
• Review IC payment information associated with completed moves and validate whether the Independent Contractor is eligible for applicable final payment based on order requirements and established guidelines.
• Review submitted receipts and supporting documentation for eligible reimbursements; process approved reimbursements for qualifying expenses and services; and verify receipts meet established requirements, including applicable receipt, route, date, order, and service requirements.
• Accurately document payment adjustments, reimbursements, and applicable IC payment holds or 20% forfeitures; process final IC payment when all applicable requirements have been satisfied.
• Review and verify approved services have appropriate supporting receipts or documentation, including expense reports for fuel, inspections, washes, services, tolls, permits, and other approved expenses.
• Determine whether expenses qualify for reimbursement based on established guidelines; process eligible reimbursements accurately; and ensure ineligible expenses are handled according to established procedures.
• Review applicable downtime requests and ensure only approved downtime is processed; verify required inspection documentation and related tracking information when applicable.
• Identify missing, incomplete, or conflicting information that prevents an order from being closed and communicate with Dispatch, Driver Care, or other operational partners to obtain required information or corrections.
• Create and manage support requests related to order closure, payment questions, missing documentation, or other closing issues; esc…?
• Maintain clear and professional communication with internal partners and follow issues through to resolution.
• Review daily reports identifying completed orders that remain open and prioritize orders based on delivery date and established operational priorities.
• Maintain accurate closing trackers and system records; complete required daily reporting and productivity metrics; and monitor outstanding orders for aging or exception items.
• Identify recurring issues that may impact order closure, IC payment, customer billing, or operational efficiency and elevate concerns through the appropriate channels.
• Ensure completed moves are properly reconciled for IC payment and prepared for accurate and timely customer billing.

Required Qualifications

– Required qualifications to effectively perform the job. An equivalent combination of education, training and experience will be considered. (Additional requirements may be designated by position.)

• High school diploma or equivalent required; associate degree or relevant post-secondary education preferred.
• One or more years of experience in logistics, transportation, operations, billing, payment reconciliation, order processing, or a related high-volume administrative environment preferred.

Knowledge, Skills and Abilities –

May be representative, but not all-inclusive, of those knowledge, skills and abilities commonly associated with this position.

• Proficient in Microsoft Office programs and comfortable working across multiple systems, reports, trackers, and operational tools.
• Exceptional attention to detail with the ability to identify missing information, discrepancies, documentation issues, and payment concerns before an order is closed.
• Demonstrated commitment to accuracy and quality when maintaining order, payment, reimbursement, and documentation records.
• Strong analytical skills with the ability to review multiple sources of information and determine whether an order meets established closing and payment requirements.
• Strong organization and prioritization skills with the ability to manage a high volume of completed orders, open requests, aging items, and follow-up activities.
• Effective problem-solving skills with the ability to identify issues preventing closure and work with the appropriate operational partner to resolve them.
• Excellent written and verbal communication skills with the ability to communicate clearly and professionally with Dispatch, Driver Care, and other internal partners.
• Ability to consistently follow established closing, documentation, reimbursement, payment, and escalation procedures.
• Demonstrated accountability and ownership, including following assigned orders and issues through to resolution.
• Ability to deliver exceptional service to internal and external customers.

Work Environment

– Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.

• General office conditions. Exposed to moderate noise levels.

Physical Abilities

Activities that are commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Required to use close vision and be able to focus.
• Regularly required to talk and hear; frequently required to sit, stand and bend at the knee and waist, and walk.
• Must be able to have repetitive wrist, hand and/or finger movement to type and work on computer.
• Must have finger dexterity and hand-eye coordination to work on computer, telephone, and related office equipment.
• Regular attendance is a necessary and essential function.

At ACERTUS. we believe our employees are our greatest asset. That's why we offer a comprehensive benefits package designed to support your health, financial well-being, work-life balance, and professional growth.

Benefits

• Medical, Dental, and Vision
• Voluntary Life/Disability, Accident, Critical Illness, and Hospital Indemnity
• Company Paid Basic Life and Long-Term Disability
• Company Paid Time Off (PTO)
• 401(k) with company match
• Tuition Reimbursement, Financial wellness resources, Retirement planning, and legal services
• Employee discount programs
• Complimentary Grubhub+ membership
• Casual dress code

This job description is intended to describe the general nature and level of work being performed and is not an exhaustive list of all duties, responsibilities, or qualifications. Employees may be required to perform other reasonably related duties as assigned to meet business needs. ACERTUS reserves the right to modify, revise, or update job duties, responsibilities, and requirements at any time.

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.