Finance & Operations Coordinator

JOB SPECIFICATION Finance & Operations Coordinator Transportation, Freight Brokerage and Group Business Support Location: Salem, New Hampshire - On-site Employment: Full-time Reports to: CFO and Operations Manager Primary focus: Asset-based trucking and freight brokerage A hands-on role for an organised, commercially aware individual who can take ownership of billing, financial administration, driver and insurance records, regulatory filings and group-wide operational support. About the Group The group is transportation and logistics businesses within a privately owned. The businesses provide asset-based trucking and freight brokerage services, including refrigerated, time-sensitive, airfreight and general freight movements. The wider Group also has interests in real estate and manufacturing. This position will primarily support the transportation and freight brokerage businesses, with approximately 5-10% of working time allocated to selected finance, administration and project support across other Group businesses. Position Summary The Finance & Operations Coordinator supports the day-to-day financial administration and office operations of a busy trucking and freight brokerage company. The position works closely with the CFO, Operations Manager and CEO to ensure invoices are submitted correctly, receivables are followed up, bills are prepared for timely payment, fuel documentation is current, driver records are complete and insurance and regulatory matters are properly organised. This is not a primary dispatching position. It is a practical, deadline-driven coordination role requiring strong understanding, accuracy, follow-through and the confidence to chase missing information until each task is fully completed. Key Responsibilities Finance and Billing Coordination Review rate confirmations, bills of lading, proof-of-delivery documents, accessorial receipts and other supporting paperwork before invoicing. Prepare and submit customer and broker invoices accurately and promptly through the appropriate billing, customer or factoring process. Follow up with brokers and customers regarding missing documents, rejected invoices, short payments, past-due balances and payment status. Maintain an accurate accounts receivable follow-up tracker and provide a concise weekly status report to management. Enter and organise vendor bills, maintain a schedule of payments due and prepare supporting documentation for management approval. Prepare payment runs for approval while observing the Group's payment controls; the role does not have unilateral authority to release payments. Upload, code and reconcile fuel receipts and related driver or vehicle expenses daily, investigating missing or inconsistent records. Support carrier invoice review and payment administration for freight brokerage activity. Assist with month-end record preparation, account reconciliations, management reporting and requests from the CFO or external accounting advisers. Transportation and Freight Brokerage Administration Maintain accurate electronic load files containing rate confirmations, customer instructions, bills of lading, proof of delivery and accessorial documentation. Support accurate data entry and load close-out within transportation, accounting and document-management systems. Coordinate the administrative setup and maintenance of customer, broker, carrier and vendor records, including required supporting documents. Track missing paperwork, detention, lumper charges and other accessorial items to support complete billing and recovery. Respond professionally to routine customer, broker, carrier and vendor enquiries, escalating operational or commercial decisions when necessary. Prepare recurring reports covering billing status, open documentation, collections activity, fuel records and operational exceptions. Provide administrative support to the Operations Manager and limited operational backup during periods of high workload, without serving as the primary dispatcher. Driver, Insurance and Regulatory Administration Maintain complete, orderly and confidential driver files, including licences, medical documentation, qualification records and other required records. Coordinate pre-employment, random and other required drug and alcohol testing, record results and track outstanding actions. Maintain an expiry calendar for driver, vehicle, insurance, registration, permit and testing requirements, providing advance notice before action is due. Support the administrative handling of insurance incidents and claims by collecting statements, photographs, reports, estimates and other requested documentation. Maintain an insurance claims tracker, follow up on open requests and coordinate routine communication with insurance brokers, adjusters and internal stakeholders. Prepare and maintain certificates of insurance, vehicle schedules, policy records and renewal documentation. Organise mileage, fuel and vehicle records needed to support IFTA, HUT and other transportation tax or permit filings. Assist with vehicle registrations, permits and recurring fleet-related administrative deadlines. Group Business Support Allocate approximately 5-10% of working time to selected finance, administration and project-coordination needs across the wider Group. Provide limited support to Group interests in real estate, transportation, logistics and manufacturing without disclosing confidential business information. Assist with invoice and bill administration, vendor setup, purchasing records, insurance documentation, project files and recurring deadlines for other Group entities. Maintain clear separation between entities, including accurate coding, filing, approvals and recordkeeping for each business. Adjust priorities as new Group activities develop while ensuring that core transportation and freight brokerage responsibilities remain current. Office Administration and Process Improvement Maintain organised electronic and physical records so documents can be retrieved quickly for customers, audits, claims and management review. Manage routine correspondence, mail, vendor documentation, administrative calendars and follow-up lists. Document recurring procedures and improve checklists, trackers and filing systems where gaps or inefficiencies are identified. Protect confidential financial, employee, driver, customer, insurance and Group business information. Complete additional reasonable administrative and coordination duties assigned by the CFO, Operations Manager or CEO. Required Qualifications At least three years of experience in finance administration, accounts receivable, accounts payable, transportation operations, freight brokerage administration or a comparable deadline-driven environment. Practical understanding of invoicing, payment follow-up, record reconciliation and supporting documentation. Strong Microsoft Excel and general Microsoft Office skills, including the ability to organise, filter, reconcile and report information accurately. Experience using accounting, transportation management, fuel, document-management or similar business systems, with the ability to learn new software quickly. Excellent written and verbal communication, including the confidence to follow up persistently and professionally with brokers, customers, vendors and drivers. Demonstrated ability to prioritise multiple deadlines, identify missing information and complete tasks without repeated reminders. High level of accuracy, discretion and judgement when working with financial, driver, insurance and business records. High school diploma or equivalent; additional education in accounting, business, finance, logistics or transportation is preferred. Ability to work full-time on-site in Salem, New Hampshire. Preferred Experience Previous employment with an asset-based trucking company, freight brokerage, third-party logistics provider or transportation accounting team. Experience with freight billing, factoring, carrier payments, proof-of-delivery documentation and accessorial charges. Familiarity with driver files, drug and alcohol testing administration, IFTA, HUT, vehicle permits and fleet records. Experience supporting insurance claims, certificates of insurance or commercial policy administration. Exposure to refrigerated, temperature-controlled, airfreight, pharmaceutical, high-value or time-critical transportation. Experience supporting more than one legal entity or business division while maintaining accurate separation of records and approvals. Core Competencies Ownership and follow-through - takes responsibility for the outcome, not only the initial task. Comprehension and judgement - understands why information is needed and recognises when something is incomplete or inconsistent. Organisation and prioritisation - manages recurring deadlines alongside urgent requests without losing track of either. Accuracy and attention to detail - produces reliable billing, payment, driver, fuel and insurance records. Professional persistence - follows up firmly and respectfully until issues are resolved. Communication - provides concise updates, raises risks early and asks clear questions when direction is needed. Adaptability - is comfortable supporting a growing, entrepreneurial Group with varied business interests. Confidentiality - handles sensitive employee, financial, insurance and commercial information appropriately. Measures of Success Complete invoices are submitted within one business day of receiving all required documentation. Past-due invoices and missing billing documents are followed up consistently, with management receiving a clear weekly status report. Fuel receipts and related records are updated by the next business day, with exceptions identified and chased promptly. Payment-due schedules are accurate and provided in sufficient time for management approval, with no late payment caused by administrative oversight. Driver, insurance, registration, permit and testing records remain current, organised and ready for review. IFTA, HUT and other recurring administrative information is maintained throughout the reporting period rather than reconstructed at the deadline. Open claims and insurance requests have a documented owner, current status and next action. Group support remains within the expected 5-10% allocation unless management approves a temporary change in priorities. Working Relationships and Authority The Finance & Operations Coordinator works closely with the CFO and Operations Manager and provides periodic reporting and support to the CEO. The position is expected to work independently within established procedures but must escalatematerial customer disputes, insurance coverage matters, claim settlements, unusual payments and other decisions requiring management authority. Compensation and Benefits Competitive salary, healthcare coverage, 401K and yearly bonus based on company performance. Equal Opportunity The Group is an equal opportunity employer. Employment decisions are based on business needs, job requirements and individual qualifications, without unlawful discrimination. Reasonable accommodations will be considered in accordance with applicable requirements. #J-18808-Ljbffr