Payables Specialist

Description

Payables Specialist Job Description

Position Summary

The Carrier Payables Specialist is responsible for managing carrier payables activities to ensure accurate, timely, and compliant payment processing for transportation vendors and carriers. This role serves as a key liaison between Transportation Operations, Carrier Management, and Finance by maintaining carrier records, processing invoices, performing account reconciliations, resolving payment discrepancies, and supporting month-end financial activities.

The Carrier Payables Specialist is responsible for onboarding and maintaining carrier profiles, validating carrier invoices against contracted rates and shipment records, monitoring carrier account balances, and ensuring accurate payment processing. The ideal candidate is detail-oriented, analytical, and capable of managing large volumes of transportation transactions in a fast-paced logistics environment while maintaining strong relationships with carriers and internal stakeholders.

Essential Job Functions

• This is an onsite, office position in our Glastonbury, CT office.
• Process carrier invoices and transportation payables accurately and timely in accordance with company payment terms.
• Audit carrier invoices against shipment records, rate confirmations, accessorial approvals, and transportation management system data.
• Research, investigate, and resolve invoice discrepancies, payment variances, duplicate invoices, and billing issues.
• Establish new carrier accounts by collecting required documentation, verifying compliance requirements, and ensuring accurate system setup.
• Maintain carrier master data, including payment information, tax documentation, insurance verification, and contact information.
• Coordinate with Dispatch Operations and LTL Carrier Management teams to validate shipment activity and billing accuracy.
• Perform carrier account reconciliations and resolve outstanding balances, unapplied payments, credits, and disputed charges.
• Review and reconcile carrier statements to ensure all invoices are accounted for and properly processed.
• Monitor aging payables and identify issues that may impact timely carrier payments.
• Support month-end and year-end closing activities related to transportation payables.
• Communicate with carriers regarding invoice inquiries, payment status requests, and account reconciliation needs.
• Maintain electronic and physical documentation in accordance with company record retention requirements.
• Identify opportunities to improve efficiency, automation, controls, and invoice processing accuracy.
• Follow established standard operating procedures and internal controls.
• Perform other duties and special projects as assigned.

Scheduled Coverage Hours

• Monday - Friday 8 a.m. - 5 p.m. in office

Requirements

Education & Experience

• High school diploma or GED required.
• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, Supply Chain, Logistics, or related field preferred.
• Minimum of 2-5 years of accounts payable, transportation payables, logistics finance, or related accounting experience preferred.
• Experience working with transportation carriers, freight invoices, or logistics operations strongly preferred.
• Experience using accounting systems, transportation management systems (TMS) preferred.

Knowledge, Skills, and Abilities

• Strong understanding of accounts payable and account reconciliation processes.
• Knowledge of transportation billing, freight invoices, and carrier payment practices.
• Strong analytical and problem-solving abilities.
• Excellent attention to detail and accuracy.
• Ability to manage large transaction volumes and multiple deadlines.
• Strong organizational and recordkeeping skills.
• Proficiency in Microsoft Excel, and reconciliation reporting.
• Excellent verbal and written communication skills.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Ability to identify discrepancies and implement corrective actions.
• Commitment to confidentiality and financial controls.

Physical Requirements

• Primarily sedentary work performed in an office environment.
• Frequent use of computers, telephones, and other office equipment.
• Ability to sit for extended periods and communicate effectively by phone and email.
• Occasional lifting of up to 20 pounds may be required.

Work Environment

• Fast-paced transportation and logistics environment.
• Frequent interaction with carriers, transportation providers, finance personnel, and operational teams.
• Periodic overtime may be required during month-end closing periods, audits, or peak business cycles.