Admin Supervisor

Maersk•Usa, CA

10d•Hybrid

About The Position

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.

Requirements

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.
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.
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.
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
Strong organizational skills and attention to detail.
Ability to support urgent business needs outside standard business hours when necessary.
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.

Nice To Haves

Experience within transportation, logistics, distribution, or supply chain operations.
Bilingual is preferred but not required.
Knowledge of transportation, logistics, dedicated fleet, or warehouse billing practices preferred.

Responsibilities

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.
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.
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.
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.
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.
Interviewing, hiring, and training employees.
Planning, assigning, and directing work.
Appraising performance.
Rewarding and disciplining employees.
Addressing employee concerns and resolving problems.
Supporting employee growth and development.