Admin Supervisor

Admin Supervisor

As a company, we promote a culture of honesty and integrity, and value the trust it allows us to build with customers and employees alike. Our focus on our people is what sets us apart and keeps our customers coming back to work with us! If you are seeking to be a part of a family, this is the place for you!

The Admin Supervisor is responsible for overseeing billing operations, invoice validation, accounts receivable (AR) management, accounts payable (AP) management and customer billing support across multiple business locations. This role ensures timely and accurate invoicing, proactive monitoring of receivables, compliance with customer-specific billing requirements, and continuous improvement of billing processes.

The position serves as a critical resource for business continuity by providing expertise, cross-training, and backup coverage for dedicated customer accounts. The role requires strong leadership, analytical skills, and the ability to manage multiple priorities while supporting both operational and financial objectives.

This position reports to the Manager of Operations or designated department leader and supervises up to 7 administrative and billing team members.

Essential Duties and Responsibilities

Billing Operations

• Oversee daily billing activities to ensure accurate and timely invoice generation.
• Review and validate invoices, purchase orders, delivery records, and other supporting documentation.
• Enter and maintain billing information in company systems.
• Prepare customer invoices, including charges, credit terms, shipment dates, and supporting documentation.
• Research and resolve billing discrepancies, customer disputes, and invoice exceptions.
• Process credit memos and billing adjustments related to incorrect billing.
• Maintain customer billing profiles and ensure compliance with customer-specific requirements.

Accounts Receivable Management

• Conduct weekly AR reviews across all assigned locations.
• Monitor aging reports and identify past-due accounts requiring follow-up.
• Coordinate with customers and internal teams to resolve payment delays.
• Escalate collection risks and unresolved aging balances to management.

Process Improvement

• Identify opportunities to streamline billing, approval workflows, and validation processes.
• Develop and maintain standard operating procedures for billing and AR activities.
• Improve reporting tools and processes to increase efficiency and accuracy.
• Recommend solutions that reduce billing errors and improve cash flow performance.

Business Continuity & Backup Coverage

• Provide backup coverage for dedicated customer billing accounts.
• Cross-train team members to ensure adequate coverage and eliminate single points of failure within billing operations.
• Support after-hours customer requests and urgent billing issues when necessary.

Leadership & Supervision

• Directly supervise up to 7 employees within the billing and administrative functions.
• Assign workloads, establish priorities, and monitor performance.
• Provide coaching, training, and ongoing development opportunities for team members.
• Conduct performance reviews and communicate expectations clearly.
• Foster a collaborative, customer-focused work environment.
• Ensure compliance with company policies, procedures, and applicable laws.

Competencies

Leadership & Delegation

• Effectively delegates assignments and monitors results.
• Establishes clear expectations and accountability.
• Recognizes team accomplishments and successes.

Managing People

• Involves employees in planning and decision-making.
• Encourages process improvement and employee development.
• Provides regular coaching and performance feedback.
• Promotes quality, accountability, and customer service excellence.

Judgment

• Demonstrates sound business judgment.
• Makes timely and informed decisions.
• Analyzes data and supports decisions with logical reasoning.

Professionalism

• Maintains professionalism under pressure.
• Communicates respectfully and effectively with all levels of the organization.
• Demonstrates integrity and accountability.

Safety & Security

• Adheres to company safety policies and procedures.
• Identifies and reports unsafe conditions.
• Uses company equipment and materials appropriately.

Dependability

• Consistently meets deadlines and commitments.
• Accepts responsibility for results.
• Demonstrates flexibility during periods of increased workload.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Education and Experience

• Bachelor's degree in Business Administration, Accounting, Finance, or related field.
• 3+ years of experience in billing, accounts receivable, finance administration, or related field.
• 3+ years of supervisory or team leadership experience.

Preferred

• Experience within transportation, logistics, distribution, or supply chain operations.
• Experience with SAP or similar ERP systems.

Language Skills

• Ability to read, analyze, and interpret business documents, customer contracts, and correspondence.
• Ability to prepare professional reports and customer communications.
• Ability to effectively present information to employees, customers, and management.
• Bilingual is preferred but not required.

Reasoning Ability

• Ability to solve practical business problems involving multiple variables.
• Ability to interpret customer billing requirements and company procedures.
• Ability to prioritize workload in a fast-paced environment.

Computer Skills

Proficiency in:

• Microsoft Excel (advanced preferred)
• Microsoft Word
• Microsoft Outlook
• SAP or similar ERP systems
• Billing and Accounts Receivable software applications
• Reporting and data analysis tools

Additional Skills

• Strong organizational skills and attention to detail.
• Knowledge of transportation, logistics, dedicated fleet, or warehouse billing practices preferred.
• Ability to support urgent business needs outside standard business hours when necessary.

Physical Requirements

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to:

• Sit, stand, walk, and use hands for computer work.
• Reach with hands and arms.
• Communicate effectively through speaking and hearing.
• Occasionally lift and/or move up to 25 pounds.

Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Business Justification for Position

This role supports the organization's growing need for centralized billing ownership, proactive accounts receivable management, and sustainable business continuity. The position reduces operational risk by:

• Ensuring consistent invoice processing and validation.
• Conducting routine AR reviews to improve collection performance.
• Monitoring customer-specific payment requirements and deadlines.
• Providing dedicated backup coverage for key customer accounts.
• Cross-training employees to reduce dependency on individual subject matter experts.
• Supporting business operations during employee absences, turnover, and peak workload periods.
• Allowing operational leadership to focus on strategic and customer-facing responsibilities while strengthening financial controls and cash flow management.

Company Benefits:

• Medical
• Dental
• Vision
• 401k + Company Match
• Employee Assistance Program
• Paid Time Off
• Flexible Work Schedules (when possible)
• And more!

Pay Range:

$80k - $85k annually

*The above stated pay range is the anticipated starting salary range for the position. The Company