Logistics Billing Coordinator

Responsibilities:

• Review and obtain final transportation costs from carriers following each event.
• Audit carrier invoices and supporting documentation for accuracy, including rates, accessorial charges, fuel surcharges, and other applicable fees.
• Reconcile carrier costs against shipment records, quotes, and contracted rates.
• Identify and resolve billing discrepancies with carriers and internal teams.
• Prepare and issue accurate final invoices to exhibitors.
• Ensure all applicable transportation services and charges are captured on exhibitor invoices.
• Process adjustments, credits, and rebills when necessary.
• Coordinate with Logistics, Operations, Sales, and Accounting teams to resolve billing questions and discrepancies.
• Research and respond to exhibitor billing inquiries in a timely and professional manner.
• Maintain accurate billing records and supporting documentation.
• Monitor outstanding billing items and follow up to ensure timely completion.
• Assist with post-event billing reconciliation and resolution of outstanding issues.
• Identify recurring billing issues and recommend process improvements to increase accuracy and efficiency.
• Maintain confidentiality and follow company policies and procedures.
• Perform other duties and special projects as assigned.

Qualifications:

• High school diploma or equivalent.
• Previous experience in billing, invoicing, accounting, logistics, transportation, or a related field preferred.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to analyze invoices, rates, and supporting documentation.
• Strong problem-solving and reconciliation skills.
• Excellent written and verbal communication skills.
• Ability to work effectively with internal departments, carriers, and customers.
• Proficiency with Microsoft Office, particularly Excel.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Previous convention industry AND transportation service experience preferred.

Key Competencies

• Attention to Detail: Ensures billing and supporting documentation are accurate and complete.
• Financial Accuracy: Understands the importance of accurate cost auditing and customer invoicing.
• Problem Solving: Investigates discrepancies and identifies appropriate resolutions.
• Organization: Manages multiple events, shipments, carriers, and billing deadlines.
• Communication: Communicates clearly and professionally with internal and external partners.
• Accountability: Takes ownership of billing issues through resolution.
• Teamwork: Collaborates effectively with Logistics, Operations, Sales, Accounting, and other departments.
• Customer Focus: Provides timely and professional support to exhibitors regarding billing questions.

Work Environment:

• Office setting/home office/remote will include sitting in front of computer for long periods of time.
• Frequently performs work on the tradeshow floor, in noisy and crowded areas while enduring uncomfortable temperatures, dust and/or other conditions.
• Job requires walking, bending, handling, reaching, grasping, lifting, and repetitive motions.
• Job requires long hours during show runs with varying stop and start time both early AM and late PM.
• Requires working alone at times and also with others in a team atmosphere.
• Will work with and report to multiple managers both in a city and national level.

Our team members are our family, so we help our team members care for their families. The rewards of joining GES are extensive. We offer a comprehensive benefits package to all full-time employees. Here are some of the highlights:

• Competitive salaries
• 401K with company match
• Healthcare/vision/dental insurance
• Wellness benefits
• Career development program
• Employee assistance program
• Vacation time
• Community involvement opportunities
• Team activities

And much more...

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