Job Overview
We are seeking a detail-oriented and organized Billing and Payroll Coordinator to join our admin team. This role is essential in ensuring accurate processing of payroll, billing, and related financial transactions. The ideal candidate will have experience with various payroll and accounting software, possess strong data entry skills, and demonstrate proficiency in account reconciliation and analysis. This position offers an opportunity to contribute to efficient financial operations within a dynamic organization.
Duties
Process driver trip envelopes daily, ensuring all paperwork is complete, accurate, and submitted within established timelines.
Review and process payroll for company drivers and owner operators in accordance with established pay schedules and negotiated rate agreements.
Interpret and apply various driver and owner operator rate schedules to ensure accurate compensation for services performed.
Investigate and resolve payroll discrepancies by working closely with Drivers, Dispatch, Operations, and Management.
Process payroll adjustments, deductions, reimbursements, and miscellaneous earnings as required.
Maintain detailed payroll and trip documentation in accordance with company record keeping standards.
Manage fuel card programs including issuing cards, maintaining card inventories, and updating driver and vehicle assignments.
Review and reconcile fuel purchase invoices from fuel vendors to ensure accuracy of charges and applicable discounts.
Investigate fuel purchase discrepancies and communicate with vendors to resolve billing issues.
Prepare and maintain fuel usage and expense reports for management review.
Process vendor invoices related to fuel, driver expenses, and other assigned operational costs.
Maintain current records of fuel vendors, pricing agreements, and account information.
Assist with month-end billing and reporting activities as required.
Coordinate with Operations and Accounting teams to ensure the timely flow of information between departments.
Crosstrain all responsibilities to the assigned backup.
Maintain strict confidentiality of payroll, compensation, and financial information.
Qualifications
Ontario Secondary School Diploma, or GED Equivalent
English Literacy
3-5+ Years' Experience – Payroll, Billing, or Accounting Administration
3-5+ Years' Experience – Transportation & Logistics Industry preferred
Experience interpreting rate schedules and calculating driver compensation
Strong mathematical and analytical skills
Exceptional attention to detail and accuracy
Strong oral and written communication skills
Ability to maintain confidentiality and exercise discretion
Working knowledge of fuel card programs and fuel vendor invoicing an asset
Proficiency in Microsoft Office (Word, Excel, Outlook) and general knowledge of computer and internet-based applications
Experience with payroll and transportation management software considered an asset
(Dayforce and Fleet Manager)
Strong organizational and time management skills required
Ability to work both independently and in a team environment
Flexible Availability – Must be able to meet payroll deadlines and support month-end activities as required by the Senior Leadership Team
Pay: $50,000.00-$55,000.00 per year
Work Location: In person
