Job Description

Job Summary

The Government Services Billing Coordinator is responsible for managing the full billing lifecycle for BlueGrace Group's government services customer accounts. This role sits at the intersection of operations and finance, owning everything from invoice generation and payment application to shipment close-out, accessorial management, and carrier payable coordination. Government freight billing is a high-stakes, detail-intensive function where accuracy and timeliness directly affect contract compliance and customer relationships. The ideal candidate brings experience in logistics billing, freight operations, or a related financial coordination role, and is comfortable working across customer portals, TMS platforms, and internal finance systems to keep accounts current and reconciled. This is an on-site position requiring strong organizational discipline, a process-driven mindset, and the ability to manage a high volume of billing transactions without sacrificing accuracy.

Duties and Responsibilities

Invoice Management & Payment Application

• Generate, review, and submit accurate invoices to government services customers in accordance with contract terms, rate agreements, and billing schedules.
• Apply incoming payments to open invoices in a timely and accurate manner, ensuring customer accounts remain current and reconciled.
• Identify, research, and resolve invoice discrepancies, short payments, and unapplied cash in coordination with the customer and internal finance teams.
• Manage overpayment situations — identifying excess payments, initiating credit memos or refunds as appropriate, and documenting resolution for audit purposes.
• Maintain an organized, up-to-date billing log for all government accounts, tracking invoice status, aging, and outstanding balances.

Shipment Close-Out & Documentation Collection

• Track freight deliveries and confirm shipment completion prior to invoicing, ensuring all billable events are captured accurately before submission.
• Collect all paperwork required to support billing, including proof of delivery (PODs), Bills of Lading (BOLs), signed delivery receipts, and any government-required documentation.
• Coordinate with operations and carrier partners to obtain missing or incomplete documentation within required timeframes.
• Close out shipments in the TMS upon confirmed delivery and documentation receipt, maintaining clean and accurate records across all government accounts.

Accessorial Charge Management

• Identify, validate, and bill all applicable accessorial charges including detention, layover, fuel adjustments, liftgate, and other contract-defined extras.
• Review accessorial claims submitted by carriers for accuracy and contract eligibility before approval or dispute.
• Communicate accessorial charges to customers proactively with appropriate supporting documentation, managing approvals in accordance with contract terms.
• Track accessorial billing history by account and lane to identify trends, discrepancies, or recurring issues for reporting and review.

Carrier Payables & AP Coordination

• Coordinate carrier payables with the Accounts Payable team, ensuring carrier invoices are matched to load records, validated against contracted rates, and processed within payment terms.
• Review and audit carrier invoices for billing accuracy, flagging and disputing overcharges, duplicate billings, or rate mismatches.
• Maintain clear records of carrier payable status, open disputes, and resolved items to support AP reconciliation and month-end close.
• Serve as the point of contact between Government Services operations and AP on all carrier payment-related questions and disputes.

Rate Review & Customer Portal Management

• Review freight rates applied to shipments within the TMS and customer systems, identifying and correcting rate errors prior to invoicing.
• Update shipment rates where discrepancies are identified, coordinating with operations and account management to confirm correct contractual rates.
• Manage all finance-related tasks within government customer portals as required, including invoice submission, payment tracking, dispute filing, and documentation uploads.
• Stay current on customer-specific portal requirements and billing procedures, adapting workflows to meet each account's contractual obligations.

Qualifications

• Experience in logistics billing, freight operations, accounts receivable, or a related financial coordination role preferred.
• Familiarity with freight billing processes including invoice generation, payment application, accessorial management, and carrier payable reconciliation.
• Experience working within TMS platforms, customer billing portals, or ERP/accounting systems a strong plus.
• High attention to detail and accuracy — billing errors on government accounts carry contractual and reputational consequences.
• Strong organizational skills with the ability to manage a high volume of billing transactions, open items, and documentation requests simultaneously.
• Clear written and verbal communication skills; comfortable coordinating with customers, carriers, AP, and operations teams on financial matters.
• Process-oriented and self-managed — able to maintain consistent billing workflows with minimal supervision in a fast-paced environment.
• Proficient in Microsoft Office Suite, particularly Excel; experience with pivot tables, VLOOKUP, or data reconciliation tools a plus.
• Government freight or government contract billing experience a plus but not required.
• High school diploma or GED required; Associate's or bachelor’s degree in accounting, Finance, Supply Chain, or Business preferred.