Director of Billing Services

Overview

PITT OHIO is a family-owned transportation company with a long-standing commitment to safety, service and respect for our employees. We are currently seeking individuals to join our team as a Director of Billing Services at our Pittsburgh, PA location. PITT OHIO offers career opportunities within a company that values hard work, teamwork and integrity. What PITT OHIO Offers

• Competitive pay
• Excellent benefits including medical, dental, vision, and 401(k)
• Paid time off and holidays
• A respectful, people first work environment
• Well-maintained equipment

If you’re looking to join a company with a strong culture and a commitment to its employees, PITT OHIO is the place for you.

Purpose

The Director of Billing Services leads Freight Bill Entry, Customer Billing, Accounts Receivable Operations, and Interline Settlements, ensuring freight transactions are captured, audited, invoiced, applied, and settled accurately and timely across daylight and night operations. Interline Settlements ensures PITT OHIO accurately and timely collects from, and pays, the partner carriers in our network for shared freight movements. The Director sets performance and quality standards, strengthens internal controls, and partners with Operations, Sales, Pricing, Customer Service, Credit & Collections, Finance, and IT to resolve billing and payment issues, support cash flow, and advance automation.

Responsibilities

• Freight Bill Entry
  • Lead the night-shift Freight Bill Entry team and ensure freight bill entry, audit, and document-management processes are completed accurately and within established service levels.
  • Oversee freight bill entry performed by our outside BPO, monitor performance against established standards, and work directly with the BPO to address service, quality, or productivity issues.
  • Oversee exception-management controls to identify incomplete, inaccurate, or delayed records, and ensure performance-based payroll reporting is submitted accurately and timely.
  • Coordinate with Information Technology and other business partners to support EDI requirements and develop efficient processes for specialized customer or operational needs.
  • Partner with Operations, Sales, Pricing, and Customer Service to resolve freight bill entry issues and prevent recurring errors.
• Customer Billing
  • Lead the daylight Billing team and ensure customer invoices are produced and delivered accurately and timely in accordance with contractual and customer-specific requirements.
  • Oversee the accuracy and integrity of billing related customer master data, billing instructions, invoice delivery methods, and supporting documentation requirements.
  • Ensure freight pro labels are ordered and distributed to Pitt Ohio terminals and customers in a timely manner.
  • Develop scalable processes for complex billing requirements, including EDI, electronic invoicing, customer portals, consolidated billing, supporting documents, and other specialized arrangements.
  • Ensure customer inquiries, escalations, rebills, and billing adjustments are handled accurately, timely, and within authority levels, and partner with responsible departments to correct recurring exceptions and reduce rework.
• Interline Settlements
  • Ensure PITT OHIO collects from and pays its partner carriers accurately and on time.
  • Provide direction on the resolution of partner-carrier billing and payment disputes.
  • Partner with Finance to coordinate carrier payment timing based on approved obligations and available cash flow.
  • Establish controls and review processes that support accurate settlement calculations, authorization, and payment.
  • Monitor unresolved disputes, aged settlement items, and reconciliation differences, and escalate significant exposures as appropriate.
• Accounts Receivable Operations
  • Oversee daily cash application and ensure customer payments are posted accurately and in a timely manner.
  • Manage processes and controls for lockbox, ACH, wire transfer, credit card, and other electronic payment methods.
  • Ensure unapplied payments and customer account reconciliation issues are researched and resolved in a timely manner.
  • Oversee investigation and resolution of short payments, deductions, chargebacks, disputed invoices, and remittance discrepancies in coordination with Credit & Collections, Billing, and other responsible departments.
  • Oversee customer overpayments and ensure refunds and credits are accurate, appropriately authorized, documented, and processed in a timely manner.
  • Review and approve voids, adjustments, write-offs, refunds, and other accounts receivable exceptions within established authority levels.
  • Maintain the accuracy and integrity of accounts receivable records and customer account balances and support monthly and annual financial close activities.
• Leadership & Team Development
  • Hire, coach, develop, and evaluate Freight Bill Entry, Customer Billing, Accounts Receivable Operations, and Interline Settlements personnel.
  • Establish performance goals, quality standards, service expectations, and accountability measures for department leaders and staff.
  • Ensure weekly payroll and performance-based payroll submissions are reviewed, approved, and completed in a timely manner.
  • Complete employee performance reviews timely and provide ongoing coaching, recognition, and corrective guidance.
  • Manage employee relations matters in partnership with Human Resources and approve time-off requests while maintaining operational coverage.
  • Foster a culture of accuracy, customer service, accountability, and continuous improvement through cross-training, succession readiness, consistent procedures, and collaboration across billing, accounts receivable, and interline settlements.
• Process Improvement, Systems & Automation
  • Partner with Information Technology, Business Analysts, and Process Improvement Specialists to develop reporting, strengthen controls, and improve end-to-end billing, payment-processing, cash-application, and reconciliation processes.
  • Reduce manual work through automation (EDI, workflow tools, robotics, OCR, artificial intelligence, and other approved technologies), define business requirements, support testing and adoption, and resolve upstream or downstream inefficiencies with Operations, Sales, Pricing, Customer Service, and Finance.
  • Maintain documented procedures, business rules, approval requirements, and contingency plans for critical billing functions.
• Reporting & Performance Management
  • Monitor KPIs for billing, cash application, deductions, disputes, and interline settlements.
  • Prepare and present operational results, significant risks, trends, and improvement priorities to senior leadership.
  • Use performance data and root-cause analysis to identify recurring issues, assign corrective actions, and measure results.
  • Ensure the department supports period-end and year-end financial reporting requirements related to billing, accounts receivable, cash application, customer balances, and interline settlements.

Other Duties

• Provide executive oversight and backup support for critical billing, accounts receivable, payment-processing, and settlement functions when needed.
• Perform other duties as assigned, including special projects and cross-functional initiatives involving pricing, customer onboarding, payment processing, service changes, acquisitions, system implementations, and financial controls.

Qualifications

• Education
  • Bachelor's degree in Accounting, Finance, Business Administration, Transportation Management, or a related field preferred. Equivalent relevant experience may be considered.
• Experience
  • Ten or more years of progressive experience in transportation, billing, accounts receivable, revenue operations, shared services, or related financial operations.
  • Prefer five or more years of leadership experience managing multi-functional teams, multiple shifts, or high-volume transaction-processing operations; experience with freight bill entry, customer invoicing, cash application, electronic payments, account reconciliation, EDI, and interline settlements; and experience leading process improvement, automation, or system implementation initiatives.
• Knowledge, Skills & Abilities
  • Strong knowledge of transportation billing and accounts receivable processes, including freight documentation, accessorial charges, cash application, account reconciliation, deductions, and dispute resolution.
  • Strong leadership, coaching, change-management, analytical, and problem-solving skills, with the ability to lead daylight and night operations and manage competing priorities in a fast-paced, deadline-driven environment.
  • Excellent written and verbal communication skills and the ability to work independently and collaboratively with employees, customers, partner carriers, senior leadership, and operational, commercial, technical, and financial functions.
  • Ability to interpret data, identify root causes, establish controls, and translate business needs into practical process or system requirements.
  • Advanced proficiency with Microsoft Excel and other Microsoft Office applications; experience with transportation management, billing, accounts receivable, EDI, and document-management systems preferred.
  • Ability to handle confidential pricing, customer, employee, and financial information with discretion.

Working Conditions/Physical Requirements

• Fast-paced hybrid office environment with responsibility for functions operating across daylight and night shifts; availability outside normal daylight hours may be required to support operational issues, deadlines, or critical system events.
• Primarily sedentary work. Sedentary work involves sitting most of the time. May be occasionally required to exert up to 15 pounds of force and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects including the human body. Walking and standing are only required occasionally.
• The general office environment is generally favorable. Lighting and temperature are adequate, and there are minimal hazardous or unpleasant conditions caused by noise, dust, etc. Environment includes co-workers talking on the phone within close proximity.
• Subject to inside environmental conditions and protected for weather conditions and extreme temperature change.
• Visual Acuity including regular use of items including a computer screen or monitor.
• Manual dexterity is regularly required including fingering, grasping, and typing; manual dexterity includes repetitive motion of the wrists, hands, and fingers.
• Talking and hearing required to communication with and listen to others to share or receive information. May be occasionally exposed to noise including telephone, office machinery, and conversations of others.

PITT OHIO is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data or other legally protected status.

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