Billing & Payroll Coordinator

Summary

The Billing & Payroll Coordinator supports Statim Logistics by ensuring accurate and timely customer billing, contractor settlement, payroll input validation, reimbursement processing, and related account reconciliation. This role gathers, reviews, and validates data from the transportation management system (TMS), client portals, billing tools, payroll files, and related systems to identify discrepancies, resolve exceptions, and support clean handoffs between Operations, Dispatch, Finance, Payroll, Compliance, and Client Services. The position requires strong attention to detail, follow-through, confidentiality, and comfort working in Excel and operational systems to help maintain accurate pay, charge, and billing processes across the logistics business line.

Essential Duties and Responsibilities

Billing, Payroll, and Settlement Coordination

• Prepare, review, and support recurring logistics billing, contractor settlement, payroll input, reimbursement, and account reconciliation processes to ensure transactions are accurate, complete, and timely.
• Validate charges, rates, route structures, service levels, driver pay inputs, mileage, accessorial, deductions, and other pay or billing components against approved documentation, client requirements, and internal workflows.
• Research billing, payroll, settlement, pricing, reimbursement, and account discrepancies; document findings; coordinate corrections; and escalate unresolved issues with recommended next steps.

TMS, Payroll File, and Data Integrity Support

• Extract, organize, reconcile, and validate data from TMS, billing systems, payroll files, client portals, spreadsheets, and reporting platforms to support accurate billing and pay processing.
• Maintain Excel-based trackers and recurring reports related to billing status, contractor pay, reimbursement activity, accounts receivable follow-up, corrections, exceptions, and operational activity.
• Support data integrity by maintaining account setup details, route and service level documentation, rate and pay records, change logs, and other support files needed for accurate processing and audit readiness.

Corrections, Reconciliation, and Revenue Integrity

• Monitor key processing and reconciliation items, including billing turnaround, invoice accuracy, pay accuracy, reimbursement status, account balances, correction volume, and recurring exception trends.
• Analyze billing, payroll, settlement, TMS, and operational data to identify root causes of recurring errors, missing documentation, revenue leakage, margin concerns, and workflow gaps.
• Assist with rate, pricing, payroll, and contractor pay update validation by comparing proposed changes against approval records, client agreements, internal pay expectations, and supporting documentation.

Compliance, Controls, and Process Improvement

• Maintain support files, approval documentation, audit records, correction logs, and process trackers that support accurate logistics billing, payroll input, contractor pay, TMS data integrity, and audit readiness.
• Recommend and support process improvements that reduce manual rework, prevent recurring billing or pay errors, improve report reliability, and standardize billing and payroll coordination workflows.
• Support automation initiatives, report enhancements, workflow changes, and quality checks that improve visibility into billing accuracy, pay/charge data, reimbursements, corrections, and operational performance.

Cross-Functional Collaboration

• Collaborate with Finance, Payroll, Operations, Dispatch, Client Services, Implementation, IT, Compliance, and other departments to gather documentation, validate data, troubleshoot questions, and resolve billing, payroll, settlement, pricing, or system issues.
• Provide clear summaries, trackers, and supporting detail to help leaders understand billing status, pay corrections, reimbursement activity, processing trends, and recurring operational exceptions.
• Support new client and business line implementations by organizing route, pricing, account setup, pay configuration, submission, billing workflow, reimbursement, and reporting details needed for accurate launch and ongoing processing.

Qualifications

• Associate degree in business administration, accounting, finance, logistics, human resources, or a related field preferred; equivalent experience may be considered.
• 2+ years of experience in billing, payroll coordination, contractor settlements, logistics operations, revenue operations, finance operations, accounting support, or a related administrative function.
• Experience preparing recurring reports, reconciling pay and billing data, researching discrepancies, identifying trends, and documenting findings for operational or financial stakeholders.
• Working knowledge of logistics billing, accounts receivable, contractor settlements, payroll inputs, rate and pay configuration, reimbursement processing, account reconciliation, and related workflow controls preferred.
• Experience working with transportation management systems (TMS), payroll or billing systems, client portals, electronic workflow tools, and reporting platforms; logistics operations experience strongly preferred.
• Demonstrated ability to review detailed data, identify discrepancies, explain exceptions, support corrections, and follow through on time-sensitive processing requirements.
• High attention to detail and commitment to accuracy, compliance, confidentiality, and timely follow-through.
• Strong organizational, problem-solving, communication, and stakeholder management skills.
• Intermediate proficiency with Microsoft Excel, including formulas, pivot tables, lookups, data validation, and large dataset organization; experience maintaining reports or dashboards preferred.
• Experience with Power BI, Power Query, SQL, or other business intelligence tools is a plus.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to work under the stress of meeting many requests and deadlines that sometimes conflict.
• Ability to communicate clearly and professionally with internal teams, payers, clients, and other stakeholders.
• Ability to organize, prepare, review, reconcile, and interpret billing, payroll, settlement, reimbursement, and operational data to identify and solve problems.
• Ability to support process improvement efforts and adapt to workflow changes across billing, payroll, finance, and logistics operations.
• Working knowledge of logistics billing, accounts receivable, payroll inputs, contractor pay, route profitability, revenue operations workflows, and data quality controls preferred.
• Ability to excel in a fast paced, dynamic environment.

Physical Demands

The physical demands described here 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 the essential functions. (The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions: “Occasionally” means up to 1/3 of working time, “regularly” means between 1/3 and 2/3 of working time, and “frequently” means 2/3 and more working time.)

While performing the duties of this job, the employee is frequently required to sit; talk or hear; and use hands to handle, or touch objects or controls. The employee is regularly required to stand and walk. On occasion the incumbent may be required to stoop, bend or reach above the shoulders. The employee would rarely need to lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

The position is an office-based position in Mendota Heights, MN with minimal travel. Hybrid remote is possible with proven ability to work independently, maintain accurate and timely billing and payroll deliverables, protect confidential information, and communicate effectively across teams.

The above statement reflects the general details necessary to describe the principal functions of the occupation described and shall not be construed as a detailed description of all the work that may be inherent in the occupation.

EEO Statement

SPS Health, LLC, and all its affiliates, are equal opportunity employers committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. The Company makes hiring decisions based solely on qualifications, merit, and business needs at the time.

SALARY RANGE: $60,000 - $70,000 with additional bonus incentive

Compensation details: 60000-70000 Yearly Salary

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