Trucking Accounting & Fleet Operations Coordinator – QuickBooks / Payroll / TMS

About the Role
Continental Transport Inc is a U.S.-based trucking company currently operating approximately 7 trucks. We are looking for one reliable, detail-oriented, long-term team member to take ownership of our back-office accounting and operational support.
This is not a basic virtual assistant or data-entry position. We are looking for someone who can learn our operation, identify mistakes, keep our records organized, and eventually make recommendations to improve our workflow.
The first priority will be catching up and maintaining our QuickBooks Online bookkeeping. Once the accounting is current, the role will expand into payroll preparation, payment verification, fuel/route analysis, maintenance tracking, document organization, and driver recruiting support.
Main Responsibilities
QuickBooks / Accounting

• Maintain and clean up QuickBooks Online
• Categorize transactions accurately
• Match receipts to bank and credit-card transactions
• Reconcile bank and credit-card accounts
• Maintain organized supporting documentation
• Assist with accounts payable and accounts receivable
• Maintain accurate P&L information
• Help track profitability by truck
• Flag unknown, duplicate, unusual, or incorrectly categorized transactions
• Prepare books and documentation for management/CPA review

Payroll Preparation

• Review completed loads/trips from our TMS
• Verify driver pay, reimbursements, advances, detention, layover, and other adjustments
• Prepare payroll for management review
• Management will approve/release payroll
• Maintain supporting documentation for all reimbursements and deductions

Trucking / Settlement Auditing

• Review TMS loads and rate confirmations
• Compare expected load revenue against factoring/RTS settlements
• Verify deposits received
• Identify short payments, missing detention/accessorials, fees, chargebacks, or discrepancies
• Maintain a list of outstanding or disputed payments

Receipts & Document Management

• Process receipts and documents submitted through WhatsApp Business
• Organize documents in company SharePoint
• Attach appropriate receipts/documents to QuickBooks transactions
• Maintain links/document references in Google Sheets
• Help develop a clean folder and document-naming system

Fleet Operations Support

• Review fuel transactions and identify unusually expensive fueling
• Compare fuel purchases with better alternatives where practical
• Review Samsara/TMS mileage for inefficient routes or unusual out-of-route miles
• Help maintain truck maintenance history and upcoming service reminders
• Track repair invoices and maintenance costs

Driver Recruiting / Administrative Support
When accounting and operational work is current:

• Help source and screen driver applicants
• Organize applicant information
• Schedule qualified candidates for management interviews
• Assist with general trucking administrative work as needed

Systems We Use

• QuickBooks Online
• Trucking TMS
• Samsara
• RTS / factoring
• Google Sheets
• Microsoft SharePoint
• WhatsApp Business

Experience with every system is not required, but strong QuickBooks Online experience is required and prior U.S. trucking/logistics experience is strongly preferred.
Who We Are Looking For

• Strong QuickBooks Online bookkeeping experience
• Prior experience with a U.S.-based company
• Trucking/logistics bookkeeping experience strongly preferred
• Experience reconciling bank and credit-card accounts
• Comfortable preparing payroll data
• Strong Google Sheets/Excel skills
• Very organized and detail-oriented
• Good written and spoken English
• Able to work independently and investigate discrepancies instead of simply entering numbers
• Comfortable learning new systems
• Looking for a long-term full-time position
• Reliable internet and professional remote work environment

Schedule
Full-time, 40 hours per week, Monday through Friday. We prefer strong overlap with U.S. Pacific Time business hours. Exact schedule can be discussed during the interview.
Compensation
$1,000–$1,400 USD per month depending on experience, trucking knowledge, QuickBooks skill, and demonstrated ability.
There is room for increased responsibility and compensation as the role grows.
IMPORTANT – How to Apply
Please answer all of the following in your application:
1. How many years have you used QuickBooks Online?
2. Have you worked for a U.S. trucking, transportation, freight, or logistics company? Explain exactly what you did.
3. Have you handled bank and credit-card reconciliations?
4. Have you prepared payroll or driver settlements?
5. Have you worked with factoring companies or reconciled customer payments against invoices/rate confirmations?
6. Describe one example where you found an accounting or payment discrepancy that someone else missed.
7. If our TMS says a load should pay $4,250, the factoring settlement shows $4,000 gross, and the bank deposit is $3,920, what would you check before d ---------- whether there is a problem?
8. What monthly salary are you expecting?
9. What hours are you available to work?
10. What would you improve first if you joined a trucking company whose bookkeeping and documents were currently behind?
At the very beginning of your application, write the words “TRUCK 213.” Applications that do not include this will not be prioritized.
Individual applicants only. We are looking for a long-term team member, not an agency.