Job Description: Accounts Receivable
The AR Specialist ensures timely and accurate billing, cash application, and collections for transport services (line-haul, last-mile, charter/bus, heavy haulage). The role converts operational data (trips, km/miles, tonnage/pallets, PODs) into error-free invoices, resolves disputes fast, and protects working capital by controlling DSO and bad-debt risk.
Reporting Line
Reports to: Finance Manager
Key Internal Partners: Operations/Dispatch, Customer Service, Sales/Key Accounts, Legal, Tax/VAT, Treasury
External Interfaces: Customer AP teams, vendor/partner carriers, auditors, banks
Key Responsibilities1) Billing & Invoicing
· Convert TMS/dispatch data into invoices within SLA (e.g., 48 hours of POD).
· Validate supporting documents: POD, signed delivery notes, gate passes, trip sheets, weighbridge slips, toll receipts.
· Apply accessorials per contract such as fuel surcharge, detention/demurrage, waiting time, layover, offloading, tolls, and other fees.
· Check rate cards/contract terms, tax/VAT treatment, and currency exchange rates.
· Submit invoices via customer portals or EDI; track rejections and re-submit promptly.
· Maintain a first-time-right checklist before posting.
2) Collections & Credit Control
· Own the AR aging and follow structured dunning cadence.
· Monitor credit limits and payment terms; initiate service holds when required.
· Negotiate payment plans and document commitments.
· Prepare bad-debt/impairment proposals.
· Coordinate with Sales/Key Accounts to clear queries blocking payment.
3) Cash Application & Reconciliation
· Post and allocate receipts; clear short/over-payments.
· Perform daily bank reconciliations.
· Reconcile customer sub-ledgers monthly; resolve mismatches.
4) Dispute & Deduction Management
· Log and investigate disputes related to rates, quantities, detention claims, missing POD, or tax issues.
· Close disputes within target cycle times; raise corrective credit/debit notes.
· Maintain a root-cause register and work on prevention.
5) Reporting, Compliance & Audit
· Prepare month-end schedules for AR aging, provisions, write-offs, and revenue accruals.
· Ensure tax/VAT compliance and maintain documentation per policy.
· Support internal/external audits.
Qualifications & Experience
· Bachelor’s degree in Accounting/Finance or equivalent.
· 2–5 years AR experience; transport/logistics/freight billing experience preferred.
· Proficiency in TMS and ERP systems with advanced Excel skills.
· Understanding of POD workflows, accessorials, detention/demurrage, and customer portal billing.
· Strong communication skills for collections and escalations.
Job Type: Full-time
