[Hiring] Accounts Payable and Billing Specialist @Rooted Talents

Role Description

We are seeking an accurate, dependable and highly organized Accounts Payable and Billing Specialist to support the accounting operations of its growing group of transportation companies. The position will initially focus on accounts payable for several operating entities. The successful candidate will process invoices, maintain accurate records, prepare payment requests and coordinate with local accounting and operations teams. The role will also provide billing support by extracting trip and customer information from Coach Manager and preparing invoices for completed transportation services.

• Accounts Payable
  • Process accounts payable transactions for multiple motorcoach and travel companies.
  • Review invoices for accuracy, completeness and appropriate supporting documents.
  • Enter and code invoices accurately in QuickBooks.
  • Ensure each invoice is recorded under the correct legal entity, location, department and general ledger account.
  • Process invoices relating to vehicle operations, maintenance, fuel, parts, facilities, professional services and general operating expenses.
  • Identify duplicate invoices, incorrect charges, missing approvals and incomplete documentation.
  • Communicate with local managers regarding invoice coding, approvals and discrepancies.
  • Maintain organized records for invoices, approvals, payment requests and supporting documents.
  • Prepare payment requests or payment batches for review by the local accounting team.
  • Provide all required supporting documentation before payments are released.
  • Coordinate with local employees who will generate cheques or release payments through the bank.
  • Respond professionally to vendor questions regarding invoice and payment status.
  • Assist in resolving vendor statement discrepancies and outstanding invoice issues.
  • Help maintain consistent AP procedures across the different operating companies.
  • Support the transition of AP records and processes from QuickBooks to NetSuite.
• Transportation Billing
  • Extract trip, charter, customer and service information from Coach Manager.
  • Review completed trip information before preparing customer invoices.
  • Generate accurate invoices for charter transportation and related services.
  • Confirm that billing reflects the correct customer, trip, rate, service date and operating company.
  • Coordinate with operations or local managers when trip details are missing or unclear.
  • Assist with billing adjustments, corrections and supporting documentation.
  • Help maintain organized records of completed trips and issued invoices.
  • Provide additional accounts receivable support as the position develops.
• Multi-Entity Accounting Support
  • Work across several companies within the Fortress Coach Partners group.
  • Carefully separate invoices, expenses and billing activity by legal entity.
  • Follow different approval processes when required by each operating company.
  • Assist the accounting team as the group centralizes financial information in NetSuite.
  • Help reduce reliance on manual Excel consolidation and reporting processes.
  • Maintain a high degree of accuracy while managing transactions across multiple businesses.
• Communication and Team Coordination
  • Attend daily meetings with the current accounting employee and other team members.
  • Provide clear updates regarding pending approvals, invoice issues, payment requests and billing status.
  • Communicate professionally through Microsoft Teams and Outlook.
  • Follow up with managers when additional information or approval is required.
  • Escalate urgent or unusual transactions to the appropriate accounting leader.
  • Assist with documenting AP and billing procedures during the NetSuite transition.

Qualifications

• At least two to three years of accounts payable experience.
• Strong hands-on experience using QuickBooks.
• Experience processing a moderate to high volume of invoices.
• Experience supporting multiple companies, locations, branches or legal entities.
• Strong understanding of invoice coding, approval processes and payment preparation.
• Experience preparing payment requests, check runs or payment batches.
• Good working knowledge of Microsoft Excel.
• Proficiency with Microsoft Outlook, Teams and other Microsoft Office applications.
• Strong written and spoken English.
• Excellent attention to detail and a high level of accuracy.
• Ability to recognize incomplete, duplicate or unusual invoices.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities and meet daily deadlines.
• Ability to work independently while remaining closely connected with a remote team.
• Willing to work from 8:00 AM to 5:00 PM Eastern Time.
• Reliable computer, high-speed internet, backup internet and backup power.

Preferred Qualifications

• Experience using NetSuite.
• Experience assisting with an accounting-system migration or implementation.
• Experience using Xero.
• Experience with transportation, logistics, fleet, travel, tourism or charter operations.
• Experience processing invoices related to fuel, vehicle maintenance, parts or operational vendors.
• Experience generating invoices from trip, booking or service-management systems.
• Experience supporting Canadian companies.
• Intermediate or advanced Excel skills.
• Experience documenting accounting processes and procedures.

Ideal Candidate

The ideal candidate is someone who understands that accounts payable in a transportation business requires more than basic data entry. You should be comfortable reviewing invoices from a wide range of vendors and determining which operating company, location or activity the expense relates to. You must be careful when handling transactions connected to different vehicles, trips, garages, departments and legal entities. You should also be willing to ask questions when information is incomplete rather than making assumptions. Fortress is looking for someone dependable, communicative and eager to grow with the company as its accounting systems and shared services continue to develop.

What Success Looks Like

• Process invoices accurately and on time.
• Correctly separate transactions across the Fortress operating companies.
• Maintain complete supporting documentation for payment requests.
• Reduce the AP workload currently handled by the existing accounting employee.
• Communicate clearly with accounting and operational managers.
• Generate accurate customer invoices from Coach Manager.
• Resolve routine invoice and billing discrepancies independently.
• Learn the company’s vendors, locations, entities and approval processes.
• Support a smooth transition from QuickBooks to NetSuite.
• Build trusted working relationships with the group accounting team.