UBEO Business Services, the premier provider of business technology products and services, is seeking to hire a Fleet and Logistics Billing Administrator to join our team in San Antonio-Schertz, TX.

UBEO is a distributor/servicer of document equipment and software solutions. Primary products include Xerox, Ricoh, Canon and Konica Minolta multi-functional equipment and Kyocera printers. UBEO specializes in electronic document management software and integrations. 

Department: Service/Supply Chain 
Reports To: Supply Chain Manager/VP of Service 
FLSA Status:  Full Time / Non-Exempt / Hourly

---

Purpose

A Fleet and Logistics Billing Administrator is responsible for managing billing processes related to fleet operations and UPS shipments. This includes overseeing and auditing invoices, ensuring accurate charges, and coordinating with both internal departments and external partners like UPS for any discrepancies. Below is a detailed job description for the role:

The Fleet and Logistics Billing Administrator is responsible for overseeing the billing process for fleet services and UPS shipping, ensuring that all invoices are accurate and processed efficiently. This role involves verifying charges, managing discrepancies, tracking shipping costs, and maintaining proper documentation to ensure the company is billed correctly for transportation services.

---

Responsibilities

• Fleet Billing Management:
• Invoice Processing: Review and process invoices for fleet services, including vehicle maintenance, fuel costs, leasing, and other fleet-related expenses.
• Vendor Reconciliation: Coordinate with external vendors, suppliers, and fleet leasing companies to ensure that all fleet-related invoices match agreed-upon terms, rates, and contracts.
• Billing Accuracy: Ensure that all fleet charges (e.g., maintenance, repairs, insurance) are accurately captured and billed, with no discrepancies or overcharges.
• Cost Tracking: Monitor fleet-related expenses and track costs such as fuel, maintenance, repairs, leasing, and insurance, and provide reports to management as needed.

UPS Shipping Billing:

• Invoice Verification: Ensure that UPS billing for all shipments is accurate, reviewing charges for both standard and expedited shipments.
• UPS Shipping Audit: Reconcile UPS invoices by comparing them to tracking data, shipping rates, and negotiated contracts. Address any discrepancies related to shipment sizes, weights, and service levels.
• Shipping Cost Allocation: Allocate UPS shipping costs to the appropriate departments, projects, or customer accounts. Ensure that internal cost centers are properly charged for shipping expenses.
• Billing Discrepancies: Investigate and resolve any discrepancies between the shipping charges on UPS invoices and actual services rendered. Work directly with UPS to adjust or credit incorrect charges.

Reporting and Documentation:

• Monthly Billing Reports: Prepare detailed reports for management on fleet and UPS shipping expenses, highlighting any variances, trends, and areas for cost saving.
• Record Maintenance: Maintain and update detailed records of fleet and UPS shipping transactions, including invoices, payment receipts, and dispute resolutions.
• Audit Trail: Ensure that all billing documentation is stored accurately for future audits or financial reviews, maintaining compliance with company policies.
• Vendor and Internal Communication:
• Liaison with UPS: Serve as the main point of contact between the company and UPS, handling inquiries related to billing, shipments, and claims.
• Vendor Communication: Coordinate with fleet vendors and service providers to resolve billing issues, clarify charges, and negotiate better rates when possible.
• Cross-departmental Coordination: Work closely with logistics, accounts payable, and operations teams to ensure seamless billing processes and accurate charge allocation.

Cost Optimization:

• Shipping Optimization: Analyze shipping data to identify opportunities for reducing shipping costs with UPS. Suggest alternative shipping methods or packaging solutions to lower overall costs.
• Fleet Cost Control: Monitor and evaluate fleet costs and provide recommendations to management on ways to reduce expenses, such as alternative service providers or improved fleet usage strategies.

---

Supervision

Supervised

---

Contacts

Internal:  Exempt, Non-Exempt 
External: Prospective Customers, Current Customers, Vendors

---

Job Related Dimensions

• Strong understanding of billing systems, invoicing, and reconciliation processes.
• Proficiency in Microsoft Office Suite (especially Excel for tracking and reporting).
• Experience with ERP systems (e.g., SAP, Oracle) or fleet management software is beneficial.
• Strong attention to detail and accuracy in data entry and financial records.
• Ability to analyze data, resolve discrepancies, and communicate effectively with both internal teams and external vendors.

---

Qualifications

• 2-3 years of experience in billing, accounting, or administrative roles in logistics or fleet management.
• Familiarity with UPS billing systems, including UPS WorldShip and UPS My Choice.
• Experience with fleet management billing processes (maintenance, leasing, fuel, insurance).

---

Physical Demands & Work Environment

• Ability to sit at desk for prolonged periods of time.
• Ability to talk on the phone and work with various computer tools and applications.  
• Ability to type and compose written communication in various forms. 
• Ability to lift 20+lbs on occasion.
• Ability to report to the office location for work each day as scheduled for regular business hours with occasional overtime, as may be required from time to time.

---

UBEO offers a competitive compensation package. UBEO also offers an excellent benefits package which is a significant part of our employee's total compensation. We strive to provide a broad range of competitive benefits designed to meet your personal needs and priorities. Our comprehensive benefits package includes:

• Choice of medical, dental and vision plans that provide our employees and their families with high-quality healthcare, including orthodontia for both adults and child(ren)
• Generous Company Paid Health Reimbursement Account Options to defray deductible expenses
• Company paid life and accidental death and dismemberment insurance for you, your spouse and child(ren)
• Flexible Spending and Health Savings Account Options - Set aside pre-tax dollars to cover out-of-pocket expenses related to health or dependent care
• Voluntary coverages at low group rates including Aflac Insurance - In the event of death or disability, you can help protect your family against the loss of income with various types of insurance
• Pet Insurance, breathe easy knowing Nationwide has your pets covered
• Pre-paid legal coverage, access to experienced attorneys that can help you with any legal issue 24/7
• A generous wealth accumulation program will help you achieve financial security for retirement. We offer a 401(K) Plan w/ Match upon eligibility and Free Financial Counseling
• Generous vacation, holiday, and sick leave programs - as we believe that taking advantage of time away from work is essential for a well-balanced life

UBEO is an Equal Opportunity Employer and considers applicants for all positions without regard to age, sex, color, race, religion, national origin, disability, genetic information or predisposition, military/veteran status, citizenship status, marital status or any other group protected by applicable federal, state or local laws.