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