Billing Clerk - Administrative Assistant (Port Operations)
Job Description
This role focuses on performing a wide range of administrative activities that support billing and compliance processes for chassis operations at the Port of Virginia. The Administrative Assistant ensures accurate invoicing, maintains up-to-date records, responds to customer inquiries, and assists operational staff with critical documentation and inventory-related tasks in a fast-paced port environment.
Responsibilities
Investigate and resolve disputes related to off-terminal chassis invoices, toll invoices, and maintenance and repair (M&R) invoices.
Process toll and M&R invoices that are properly supported and assessed, ensuring records are accurate and current.
Create and process monthly terminal invoices and fumigation invoices in a timely and precise manner.
Respond to inquiries and answer questions via telephone and email regarding chassis operations and Port of Virginia activities.
Maintain high levels of customer service by providing timely, professional, and accurate responses to internal and external stakeholders.
Support Service Advisers in daily operations by assisting with activities such as pulling registrations and license plate information.
Compile, sort, and prepare documents and reports related to inventory and billing, ensuring information is organized and accessible.
Properly file and maintain billing records to support compliance and audit requirements.
Update and remain knowledgeable of daily inventory counts to support operational decision-making.
Track and trace long-dwelling chassis and problem-solve chassis migrations to reduce dwell times and improve asset utilization.
Perform other related duties as assigned to support port operations and administrative functions.
Essential Skills
Proficient data entry skills with strong attention to detail and accuracy.
Strong self-starter mindset with an eager-to-learn attitude and the ability to work independently.
Relevant office, accounting, or administrative background supporting billing or compliance processes.
Effective business communication skills, including professional email, phone, and in-person communication.
Proficiency with Microsoft Office applications for documentation, reporting, and communication.
Ability to manage multiple tasks in a fast-paced operational environment and adapt to changing priorities.
Additional Skills & Qualifications
Possession of a TWIC Card (Transportation Worker Identification Credential) or ability to obtain one as required for port access.
Experience in logistics or transportation environments, particularly in port or terminal operations.
Familiarity with inventory tracking and documentation related to equipment or asset management.
Understanding of billing processes, invoicing procedures, and basic accounting principles.
Work Environment
This position is primarily based at Portsmouth Marine Terminal within a large, active port facility that operates 24 hours a day, 7 days a week, 365 days a year. Work schedules and specific work locations may vary based on operational needs, requiring flexibility to support port activities. The environment involves regular interaction with operations personnel, service advisers, and external stakeholders, with frequent use of computers, email, and phone systems to manage billing, documentation, and customer inquiries. Professional business attire suitable for an office setting within an industrial port environment is expected, and employees should be comfortable working in a dynamic, time-sensitive setting where coordination with ongoing terminal operations is essential.
Contact Me: Kaitland Clawson, Recruiter Practice Lead
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Job Type & Location
This is a Contract position based out of Norfolk, VA.
Pay and Benefits
The pay range for this position is $20.00 - $20.00/hr.
Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Norfolk,VA.
Application Deadline
This position is anticipated to close on Sep 14, 2026.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
