JOB DUTIES – ACCOUNTS ASSISTANT

Department: Accounts & Dispatch
Location: ATL Bathinda Dispatch
Reports To: Accounts Manager / Operations Manager / Management

Position Summary

The Accounts Assistant is responsible for providing day-to-day accounting and administrative support for ATL Bathinda Dispatch operations. The position will assist with maintaining accurate financial records, processing trucking and dispatch-related documents, preparing invoices, tracking driver and trip expenses, reconciling payments, and coordinating financial information between the Bathinda dispatch office and the company's Canadian operations.

Key Duties and Responsibilities1. Trucking & Dispatch Accounting

- Maintain accurate records of dispatched loads, completed trips, and related financial information.
- Enter load and trip information into the company's accounting or dispatch system.
- Verify freight rates, load charges, accessorial charges, detention, layover, fuel surcharge, and other applicable charges.
- Maintain records of customer loads and carrier/vendor payments.
- Match dispatch records with supporting documents before financial processing.
- Assist in tracking revenue and expenses associated with individual trips.

2. Customer Invoicing

- Prepare customer invoices based on completed loads and approved rate confirmations.
- Verify bills of lading, proof of delivery (POD), rate confirmations, and other supporting documents before invoicing.
- Ensure all accessorial charges are properly documented and included in invoices.
- Follow up on missing PODs or paperwork required for billing.
- Maintain an organized record of submitted and outstanding invoices.
- Assist with accounts receivable follow-up and payment tracking.

3. Driver & Trip Settlement Support

- Assist in preparing driver trip settlements and payment calculations.
- Verify mileage, trips, pickup/drop information, approved expenses, and applicable driver compensation.
- Check driver-submitted receipts and supporting documents.
- Maintain records of advances, deductions, reimbursements, and other driver-related transactions.
- Identify discrepancies in trip sheets, mileage, or expenses and report them to management.

4. Fuel & Expense Records

- Enter and maintain records of fuel purchases and other trip-related expenses.
- Organize fuel receipts, tolls, permits, parking, repairs, and other transportation expenses.
- Reconcile fuel and expense reports with available supporting documentation.
- Identify unusual, duplicate, or missing transactions and bring them to the attention of the Accounts Manager.
- Assist with preparation of periodic expense reports.

5. Accounts Payable





- Assist with processing vendor and carrier invoices.
- Verify invoices against approved documents and services received.
- Maintain records of outstanding supplier/vendor payments.
- Assist with payment scheduling and payment documentation.
- Follow up with vendors regarding missing or incorrect invoices.

6. Bank & Payment Reconciliation

- Assist with recording and reconciling company payments and receipts.
- Match customer payments with outstanding invoices.
- Assist with bank and accounting-system reconciliations.
- Maintain proper documentation for electronic transfers, deposits, and other financial transactions.
- Report discrepancies or unidentified transactions to management.

7. Document Management

- Maintain organized electronic and physical records of:
- Rate confirmations
- Bills of lading
- Proofs of delivery
- Customer invoices
- Vendor invoices
- Driver settlements
- Fuel receipts
- Expense receipts
- Payment records
- Trip sheets
- Dispatch records
- Ensure documents are properly named, filed, and easily retrievable.
- Assist in maintaining confidential financial and operational records.

8. Dispatch Office Support

- Coordinate with dispatchers to obtain missing trip and load information.
- Verify that completed loads have all required paperwork before closing the trip.
- Assist dispatch staff with financial information relating to loads and customers.
- Maintain daily and weekly load/revenue reports.
- Assist management with preparation of operational and financial summaries.

9. Canadian Operations Coordination

- Provide accurate financial and dispatch information to the Canadian office as required.
- Assist with collecting information required for Canadian accounting, payroll, fuel tax, insurance, and operational reporting.
- Maintain records in accordance with company procedures and instructions from the Canadian accounting/management team.
- Ensure documents are submitted to the appropriate department within established deadlines.

10. Reporting

Prepare or assist with preparation of:

- Daily load reports
- Weekly revenue reports
- Accounts receivable reports
- Accounts payable reports
- Driver expense reports
- Fuel expense reports
- Outstanding invoice reports
- Payment reconciliation reports




- Trip profitability information
- Other financial and operational reports requested by management

11. Data Accuracy & Internal Controls

- Ensure accounting and dispatch information is entered accurately and on time.
- Double-check financial figures before submission.
- Maintain confidentiality of company, customer, driver, and financial information.
- Follow company accounting procedures and approval requirements.
- Immediately report suspected errors, duplicate payments, unauthorized expenses, or discrepancies to management.

12. General Administrative Duties

- Respond to routine accounting and documentation inquiries.
- Communicate professionally with customers, vendors, drivers, dispatchers, and internal staff.
- Assist with audits and requests for financial documentation.
- Perform filing, data entry, scanning, and other administrative duties.
- Perform other accounting and administrative duties assigned by management.

Required Skills & Qualifications

- Diploma, certificate, or degree in Accounting, Finance, Commerce, Business Administration, or a related field preferred.
- Previous experience in accounting, bookkeeping, transportation, logistics, or dispatch is an asset.
- Strong knowledge of Microsoft Excel and Microsoft Office.
- Familiarity with accounting software such as QuickBooks is an asset.
- Strong attention to detail and accuracy.
- Good numerical and analytical skills.
- Ability to organize large volumes of documents and transactions.
- Good written and verbal communication skills.
- Ability to maintain confidentiality.
- Ability to work independently and meet deadlines.
- Experience with trucking/transportation documentation is considered an asset.

Key Performance Expectations

The Accounts Assistant is expected to:

- Maintain accurate and up-to-date financial and dispatch records.
- Process invoices and supporting documentation within company deadlines.
- Minimize accounting and data-entry errors.
- Ensure completed loads have proper supporting paperwork.
- Maintain organized records for easy retrieval and audit purposes.
- Communicate discrepancies promptly to management.
- Protect confidential company and financial information.
- Provide timely and accurate reports to management.
- Support productive coordination between the Bathinda dispatch office and Canadian operations.

Note: The above duties are not exhaustive. Management may assign additional accounting, administrative, dispatch-support, or operational duties as required based on the needs of the company.

Pay: ₹15,000.00 - ₹25,000.00 per month

Work Location: In person

📌 Accounts Assistant (Bathinda)
🏢 ATL heavy haul
📍 Bathinda