Admin & Billing (Sr.) Specialist

Admin & Billing (Sr.) Specialist The Admin (Sr.) Specialist consolidates General Affair & Billing functions for the Oakland branch. This role owns AR/AP, billing, payroll coordination, and month-end support; manages onboarding, personnel records, and HR compliance; and partners closely with corporate HR / Accounting. Responsibilities & Essential Functions Process AR invoicing and other statements, manage AP processing, and weekly payment batches. Perform bank and credit‑card reconciliations; review driver settlements/pay data for accuracy. Prepare routine financial reports; support month/quarter/year‑end closes (journals, accruals, and etc). Maintain data accuracy in accounting systems; assist with external/internal audit requests. Maintain personnel files and HRIS records; track acknowledgments and required postings/notices. Support benefits enrollments/changes and leave/PTO tracking; liaise with Corporate HR on policy application. Prepare timekeeping/payroll inputs and adjustments; coordinate with Payroll for timely, accurate processing. Assist with HR documentation (handbook, trainings, posters) and respond to information requests. Own day‑to‑day office operations: reception, mail/courier, meeting room scheduling, visitor management. Facilities & vendors: manage janitorial, security/access badges, waste, HVAC, utilities, internet; oversee vendor selection, contracts, SLAs, and invoice approval within budget. Space planning & moves: seating charts, new‑hire desk setup, ergonomics coordination, signage; coordinate repairs and preventative maintenance. IT coordination & assets: coordinate with Corporate IT for hardware/software provisioning, device lifecycle (laptops, tablets, radios, printers), asset inventory, returns. Office budget & procurement: forecast and control office OPEX; purchase supplies/equipment; manage petty cash/corporate card receipts and reconciliations. Other duties as assigned. Job Qualifications & Requirements Associate's in Accounting/Business/HR required; Bachelor's preferred. 3+ years combined accounting/HR experience (transportation preferred). Solid Excel and accounting system skills; high accuracy and confidentiality. Working knowledge of HR recordkeeping, onboarding, and payroll coordination. Clear, professional communication; customer‑service mindset with urgency and follow‑through. Work Schedule and Location Standard workweek: Monday to Friday, 8:00 AM 5:00 PM Occasional after-hours/on-call support as required. Primary work location is Emeryville, CA. (serving Oakland port operations) Benefits Medical Insurance: 85% company-paid Dental & Vision Insurance: 80% company-paid Life, Short‑Term Disability (STD), Long‑Term Disability (LTD): 100% company-paid Paid Time Off (PTO): 80 hours annually Sick Leave: 40 hours annually Paid Holidays: 14 days annually Retirement: 401(k) with 4% of company match #J-18808-Ljbffr Get Freight LLC