Job Title:
Chief Operating Officer
Category of Employment:
Full-time
Department:
Chief Administrative Suite (C-suite)
Direct Supervisor:
CEO
Job Summary: The Chief Operating Officer (COO) manages the daily operations of the company and routinely reports to the CEO. The COO ensures that the development, design, operation, and improvement of all business operations are adequate and effective. Essential Responsibilities and Duties:
Maintaining general knowledge of all company operations—including auditing accounts, employees, internal issues, clients, tariffs, and marketing and sales topics Assisting the CEO in the development of organization policies and goals that cover operations and personnel Establishing performance goals and assessing policies for C-suite executives Appraising and evaluating the results of overall operations regularly and systematically Organizing and distributing incoming resources with the aim of creating maximum value Resolving in-house problems and determining issues between the company and rail carries/vendors Developing and maintaining customer relations for future support and information by corresponding with clients on a regular basis Leading and directing operations and new business coordination, including organizing and leading weekly meetings with auditors Prioritizing customer, employee, and organizational requirements Retrieving access to client accounts/programs and obtaining new clients and accounts Assisting with access or logic issues while simultaneously auditing personally assigned accounts Training rail auditors and helping employees meet the established performance goals set by the company Supervising auditing accounts and sending weekly reports Keeping up with current events in the transportation industry
Required Qualifications:
The COO has a minimum of five years of auditor experience, including three years as a trainee and two years as an apprentice. Advanced Microsoft Access knowledge is required, along with excellent interpersonal, communications, public speaking, and presentation skills; a solid working knowledge of strategic planning; and the ability to generate respect and trust from staff and external constituencies.
Work Environment Conditions:
Quiet office environment working inside during typical office hours from Monday to Friday with occasional travel
1
Job Title:
Office Manager
Category of Employment:
Full-time
Department:
Chief Administrative Suite (C-suite)
Direct Supervisor:
CEO
Job Summary: The Office Manager preserves company operations by maintaining effective office procedures, organizing and coordinating company finances, and supporting staff. Essential Responsibilities and Duties:
Processing accounts payable, accounts receivable, and customer billing Managing the shipping, processing, and receiving of client bills and tariffs Addressing and solving issues with client billing and financing in relation to the company Directing the hiring process from start to finish, including acting as liaison between the new employee and the company Training pre-audit employees and overseeing the Data Entry Manager Working with CEO on accounting and business-related procedures Coordinating with COO on audit support to ensure proper auditing procedures Managing payroll, employee working hours, quarterly bonuses, and raises Resolving issues with payroll, office environment, and employees Maintaining office policies Paying company bills and utilities, handling company funds, purchasing office-related supplies, and running necessary errands
Required Qualifications:
The Office Manager must have Microsoft Access and Peachtree knowledge; excellent leadership, time management, decision making, communication, and organization skills; and the ability to generate respect and trust from staff and external constituencies.
Work Environment Conditions:
Quiet office environment working inside during typical office hours from Monday to Friday with occasional travel
2
Job Title:
VP Sales & Marketing Officer
Category of Employment:
Full-time
Department:
Chief Administrative Suite (C-suite)
Direct Supervisor:
CEO
Job Summary: The VP Sales & Marketing Officer provides leadership and coordination of company sales and marketing functions. Essential Responsibilities and Duties:
Representing the company at promotional trade shows and shipping conferences around the country Coordinating all aspects of the company's involvement with trade shows and conferences—including choosing each event, booking travel arrangements, and deciding the company's sponsorship level Developing professional relationships with potential industry partners to add quality new clients Acting as customer liaison between clients and company Working in conjunction with the C-suite to develop new sales strategies and marketing techniques Partnering with the creative team to help develop handouts, brochures, signage, and marketing material Managing email marketing campaigns and social networks Providing real-time content from every event to feed the company's social networking profiles Directing and overseeing the company marketing function to identify and develop new customers for products and services Supervising the preparation, issuance, and delivery of sales materials, exhibits, and promotion programs Promoting positive relations with partners, vendors, and distributors Staying abreast of the latest developments within the shipping industry and the company's internal process
Required Qualifications:
Advanced Microsoft Access, Outlook, MailChimp, and Trello knowledge
Work Environment Conditions:
Quiet office environment working inside during typical office hours from Monday to Friday with extensive travel
3
Job Title:
Rail Auditor
Category of Employment:
Full-time
Department:
Rail Administrative Suite
Direct Supervisor:
Rail Team Lead
Job Summary: Rail Auditors manage assigned accounts by arranging, organizing, and filtering data to identify inconsistencies, overcharges, errors, and duplications. Essential Responsibilities and Duties:
Performing all tasks associated with assigned paper and electronic rail accounts Filing claims to make minimum weekly, monthly, quarterly, and annual goals with basic information and backup documentation Canceling or rebutting declinations for rejected claims Managing multiple monthly and quarterly accounts containing large amounts of data Collaborating with other auditors for single accounts, including working with management to systematically review processes and operations Maintaining current client pricing and requesting updates and refund information Preserving open communication with clients, management, and auditors Contacting clients regarding specific bill or claim questions Obtaining, analyzing, and evaluating accounting documentation, previous reports, data, and freight bills Recognizing areas where there are inefficiencies and suggesting improvements, such as new company processes or safety net queries Manipulating data, including writing queries, in rail accounts to extract potential claims and highlight areas of investigation Working directly with COO and CTO on importing and preparing new rail data Ensuring all necessary public tariffs are up-to-date and notifying claims department to download missing publications Assisting in the training of new rail auditors Staying current with client pricing, current events in the transportation industry, client business operations, transportation/industry rules and regulations, and freight bill expiration Brainstorming ideas to use in auditor training and presenting ideas to upper management Submitting weekly social media articles; contributing glossary terms and wiki additions; and sharing auditand industry-related news and information
Required Qualifications:
Must have working Microsoft Access and Electronic Data Auditor Interface (EDAI) knowledge and possess good analytical, organizational, writing, Algebraic, and communication skills while working with considerable data. All new rail auditors must read Transportation Law I within the first year.
Work Environment Conditions:
Quiet office environment working inside during typical office hours from Monday to Friday
4
Job Title:
Claims, Contracts, and Tariffs Clerk
Category of Employment:
Full-time
Department:
Administrative Support
Direct Supervisor:
Auditing Support Team Lead
Job Summary: The Claims and Contracts Clerk manages claims, contracts, tariffs, pricing documents, acknowledgements, declinations, rebuttals, suspense notices, cancelations, statements, and other paperwork from start to finish. Essential Responsibilities and Duties:
Preparing and processing claims on behalf of the client, including any subsequent paperwork Updating the company database by entering and scanning paperwork and backup information Sending paperwork to corresponding clients and carriers Assisting the CEO in negotiations with partner pre-audit contract company and carriers, including acting as customer service representative for the company Sending contract drafts to carriers and creating documents for signature Building electronic files for new carriers, updating certificates as needed, and ensuring information is upto-date Managing the company tariff library, including retrieving public pricing from carrier websites and updating private pricing daily or quarterly as needed Fulfilling auditor requests for specific tariff/pricing documents supplementing the tariff library Compiling paper and electronic railroad and truck audit materials and distributing to auditors to maintain up-to-date client knowledge Assuming office manager and data entry manager responsibilities as needed Assisting office manager in training new data entry clerks Managing logins and passwords for client websites and acting as the point of contact for updates Notifying truck and rail auditors with new logins and passwords Handling daily office mail processing, including shipping and receiving
Required Qualifications:
Must have advanced Microsoft Access and PaperVision knowledge and an excellent ability to follow instructions. Must have typing and 10-key skills.
Work Environment Conditions:
Quiet office environment working inside during typical office hours from Monday to Friday
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