Business Operations Specialist

Job Title: Business Operations and Billing Specialist

Job Description

This role supports the billing and operations functions in a domestic supply chain and transportation environment by managing all documentation and invoicing processes online. You review and reconcile shipment documents, ensure accurate billing, enter data into warehouse management systems, and serve as a key point of contact for customers and vendors via email and phone. You work closely with Accounting, Finance, Business Operations, HR, and senior leadership to help maintain smooth, efficient business operations in a professional office setting.

Responsibilities

• Process all billing and operations activities using online systems, avoiding any printing of documents for billing purposes.
• Collect and organize documents from product shipments to ensure all required information is complete and accurate.
• Compare accumulated shipment documents with actual delivered products to verify that documentation matches what was received.
• Confirm that billing details align with shipment documents, reconciling any discrepancies before creating invoices.
• Prepare and compile accurate invoices based on verified shipment and billing information.
• Email invoices to customers in a timely manner and maintain organized records of all billing communications.
• Respond to customer questions primarily via email and occasionally over the phone, providing clear and professional support.
• Review incoming documents from customers to ensure completeness and accuracy for operational processing.
• Transfer relevant information from customer documents into the warehouse management system (WMS).
• Send accurate and timely information to the warehouse team to support efficient product handling and logistics.
• Answer vendor questions via email and phone, managing a high volume of correspondence while maintaining excellent response times.
• Perform data entry tasks with a high level of accuracy, particularly related to invoicing and operational documentation.
• Support both billing and operations teams as needed, demonstrating flexibility and a willingness to assist across functions.
• Manage and prioritize a large number of emails daily, ensuring prompt and professional communication with internal and external stakeholders.
• Collaborate with Accounting, Finance, Business Operations, HR, and C-suite stakeholders to support broader business objectives.
• Maintain a positive, professional demeanor and contribute to a warm, team-oriented culture.
• Demonstrate strong attention to detail in all aspects of work, including document review, data entry, and invoice preparation.
• Multi-task effectively in a fast-paced environment, handling documentation, system updates, and communications concurrently.
• Act as a self-starter, taking initiative to identify and resolve issues related to billing and operations without constant supervision.

Essential Skills

• Proven ability to perform accurate data entry, particularly in billing and operational contexts.
• Experience creating and sending invoices and reconciling billing information with shipment documentation.
• Strong proficiency with email communication tools, including Outlook, for managing a high volume of messages.
• Ability to work with warehouse management systems, such as Infor WMS, or similar top-tier WMS software.
• Working knowledge of Microsoft Access and Excel for organizing, tracking, and analyzing operational and billing data.
• Exceptional attention to detail when reviewing documents and entering data.
• Demonstrated ability to respond promptly to customer and vendor inquiries, maintaining strong response times.
• Capability to multi-task and manage competing priorities in a busy office environment.
• Self-starter mindset with the ability to work independently and take initiative.
• Positive attitude and mindset, contributing to a supportive and collaborative team environment.
• Willingness to support both billing and operations functions as necessary.

Additional Skills & Qualifications

• Experience working in domestic supply chain, transportation, or logistics organizations.
• Comfort collaborating with Accounting, Finance, C-suite leaders, Business Operations, and HR teams.
• Strong verbal and written communication skills for professional email and phone interactions.
• Ability to thrive in a family-oriented, team-focused culture with long-tenured colleagues.
• Adaptability to organizational growth and evolving responsibilities as the company expands.
• Organizational skills to manage documentation, emails, and system entries efficiently.
• Customer service orientation with a focus on clear, helpful, and timely support.
• Interest in developing long-term tenure and growing with a company that creates additional opportunities.

Work Environment

This position is based in a professional business office within a domestic supply chain and transportation organization, with a warehouse also located on site. The role operates in an in-office setting, Monday through Friday, from 8:30 a.m. to 5:00 p.m. The environment involves extensive use of Outlook for email, Infor as a top warehouse management software, and Microsoft Access and Excel for data management and reporting. The office culture emphasizes camaraderie, a family-oriented and warm atmosphere, and a helpful team with long tenure. The company is growing, creating additional opportunities for development and advancement. Employees receive benefits including dental, vision, health coverage, retirement plan options, paid time off that increases with tenure, and holidays off, all within a professional business office setting.

This is a Contract to Hire position based out of Keasbey, NJ 08832.

The pay range for this position is $21.00 - $22.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Keasbey,NJ 08832.

This position is anticipated to close on Sep 4, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.