: Accounting Executive/POD and Invoice collection – US Logistics Brokerage

Department: Finance & Accounting; Reports To: Finance & Compliance Manager / Accounting Supervisor

Location: Gurugram, Haryana — Work From Office

Shift: US Process (Night Shift, as per US business hours 6:30 pm-3:30 am IST)

Employment Type: Full-Time; Compensation: ₹30,000 – ₹60,000 per month (commensurate with experience)

About the Role: We are a US-based logistics/freight brokerage looking to hire a detail-oriented Accounting Executive for our back-office finance team based out of Gurugram. This role sits at the intersection of freight operations and accounting — you will be responsible for POD (Proof of Delivery) management, carrier invoice processing and reconciliation, accessorial claims, and customer invoicing for US truckload/freight shipments.

You will work closely with US-based Operations, Carrier Sales, and Customer Service teams to ensure every shipment is billed accurately and on time.

This is a high-volume, process-driven role. The ideal candidate is someone who thrives on accuracy, doesn’t let details slip, and is comfortable following up relentlessly until an issue is closed.

Qualifications

- Bachelor’s degree in Commerce, Accounting, Finance, or related field (B.Com/BBA preferred).
- Minimum 1 year of experience in freight brokerage, logistics/3PL back-office, US accounting process, or transportation billing/invoicing.
- Familiarity with TMS platforms (e.g., McLeod, Turvo, Aljex, or similar) and billing portals such as Ascend is an advantage.
- Working understanding of US freight billing concepts — detention, layover, lumper, and other accessorial charges — or willingness to learn quickly.
- Exceptional attention to detail and accuracy — this role requires a highly meticulous individual who can process high volumes of documentation and transactions without errors.
- Robust written and verbal English communication skills, for coordinating with US carriers, customers, and internal teams.
- Proficient in MS Excel; comfortable working with data/reports.
- Willingness to work night shifts aligned with US business hours, from our Gurugram office.
- Ability to manage multiple priorities, meet daily/weekly deadlines,



and work well under process-driven timelines.

Key Responsibilities: POD (Proof of Delivery) Management:

- Collect POD documents from carriers/drivers via email, portals, or carrier calls, and upload them accurately into the TMS (Transportation Management System) within defined turnaround times.
- Track and maintain the POD Reduction Report — identifying loads with missing, delayed, or incomplete PODs.
- Apply rate deductions/reductions for late POD submission as per company SOP, and present findings and trends in weekly team meetings.
- Ensure PODs are matched correctly against the Bill of Lading (BOL) and shipment/load number before filing.

Carrier Invoice Processing & Reconciliation:

- Upload carrier invoices into the TMS/accounting system and match them against agreed rates, rate confirmations, and load details (a form of three-way match: BOL, POD, invoice).
- Identify billing discrepancies (rate mismatches, duplicate billing, unsupported accessorials, weight/quantity mismatches) and proactively communicate them to the sender (carrier/dispatcher) for correction.
- Maintain clear audit trails and documentation for every discrepancy raised and resolved.

Accessorial Charges:

- Review, verify, and apply for all applicable accessorial charges, including detention, layover (LO), lumper fees, and other shipment-related charges, with correct supporting documentation (timestamps, signed tickets, receipts, etc.).
- Validate that accessorial claims are within contractual/company guidelines before submission or approval.

Open Loads & Cross-Functional Coordination:

- Monitor and manage the open/unresolved loads queue; work daily with Operations, Carrier Sales, and Customer Service to close out pending load files.
- Chase down missing information (PODs, signed rate confirmations, accessorial backup, etc.) required to finalize billing, escalating aged items as needed.





Documentation Compliance:

- Ensure that all documentation pertaining to a shipment — BOL, POD, rate confirmation, accessorial backup, and any exception/claim paperwork - is complete, accurate, and properly filed in the TMS before a load is closed or billed.

Customer Invoicing

- Generate and submit accurate, timely customer invoices via billing/invoicing portals such as Ascend (and other client-specific portals as required).
- Ensure invoiced amounts reconcile with agreed customer rates, accessorials, and supporting shipment documentation before submission.
- Follow up on portal rejections or invoice queries raised by customers.

Reporting

- Prepare and present recurring reports (POD reduction, open loads aging, invoicing status) in internal review/weekly meetings. Flag recurring issues or process gaps to management for resolution.

Key Competencies Attention to Detail

- catches discrepancies and errors others might miss Ownership & Follow-Through
- chases open items (loads, discrepancies, missing docs) to closure Organization & Time Management
- handles high transaction volumes without backlog Cross-Team Collaboration
- coordinates effectively with Ops, Carrier Sales, and Customer Service Process Discipline
- adheres consistently to documentation, billing, and compliance procedures Communication
- clear, professional communication with US-based carriers and internal stakeholders

What Success Looks Like in This Role

- POD collection and TMS uploads consistently within SLA turnaround
- Minimal aged/open loads due to proactive daily follow-up
- Carrier invoice discrepancies flagged and resolved quickly and accurately
- Accessorial claims (detention/LO/lumper) submitted correctly with full backup, first time
- Shipment files complete with no missing documentation at closeout
- Customer invoices submitted accurately and on time via Ascend/other portals
- Clear, data-backed weekly reporting on POD reduction and open load trends

Note: The above is representative of the core duties of this role and is not exhaustive. The Company reserves the right to add, modify, or remove duties and responsibilities at its discretion, based on business requirements.

📌 Accounting Executive/POD and Invoice collection (Gurugram)
🏢 T3RA Logistics
📍 Gurugram