National Contracts and Billing Manager

Job Profile

Position Title: National Contracts and Billing Manager

Reports To: VP of Finance

Team Scope: Leads a team of 13 employees, including 7 direct reports, supporting the West, Central, and East regions.

Position Summary

The National Contracts and Billing Manager is responsible for overseeing the full revenue administration cycle across contract management, freight billing, and invoicing activities. This role ensures commercial agreements are established and maintained accurately, billing processes are executed in a timely and compliant manner, and financial results are supported through strong controls, issue resolution, and effective month-end execution.

Core Responsibilities

Cross-Functional Collaboration

• Partner with Sales, Marketing, Operations, Dispatch, Trucking, Accounts Receivable, and Finance to keep orders, shipments, and billing activities moving efficiently from transaction through invoicing.
• Build strong working relationships with internal stakeholders and customers to resolve issues quickly, improve service levels, and reduce delays affecting revenue recognition.
• Drive proactive follow-up with plants and logistics teams to clear bottlenecks, support month-end readiness, and ensure transactions progress to invoice on time.

Contract Management and Compliance

• Lead the creation, renewal, and administration of customer and commercial agreements to ensure terms are accurate, executable, and compliant with company policy and regulatory requirements.
• Identify contractual risks early and maintain complete, current agreement records to strengthen controls, reduce exposure, and support operational execution.
• Ensure agreements, pricing structures, and billing terms are in place before shipment to prevent downstream billing issues and protect margin.

Billing Operations and Revenue Management

• Oversee end-to-end invoicing for internal and external customers across CPU, prepaid, delivered loads, and cash sales to ensure complete, accurate, and timely revenue capture.
• Ensure freight charges are billed accurately for both internal McAsphalt freight and third-party carriers, minimizing leakage and improving cost recovery.
• Oversee the accurate application of fuel surcharge, landed costs, demurrage, accessorials, and return freight within JDE and Accutrack to support billing integrity and margin protection.
• Manage external freight invoice processing in JDE, ensuring alignment to sales orders and delivery confirmations for accurate cost recognition and invoice validation.
• Deliver invoicing within strict month-end timelines to support accurate close, cash flow, and reliable financial reporting.

Financial Controls and Reporting

• Monitor billing accuracy and resolve discrepancies through timely credit and rebill activity to maintain customer confidence and financial accuracy.
• Own contractor payables reporting, investigate variances, and coordinate with Finance and Accounts Payable to improve reconciliation accuracy and issue resolution.
• Ensure rebates, index adjustments, and accruals are processed monthly to support complete revenue accounting and period-end accuracy.
• Maintain audit-ready documentation and support internal and external audits by reinforcing strong process discipline and documentation standards.
• Ensure proforma invoices reflect actuals and are submitted to customs as required, reducing compliance risk and supporting cross-border transaction accuracy.

Performance Monitoring and Analytics

Leverage Power BI and Reports Now to monitor key performance indicators and identify opportunities to improve billing speed, transaction visibility, and operational accountability, including:

• Invoice timing and cycle times
• Days to invoice by customer
• Orders pending invoicing
• Freight reconciliation and plant performance

Translate reporting insights into process improvements that reduce invoice delays, strengthen freight reconciliation, and improve plant and customer performance visibility.

Team Leadership and Development

• Lead, coach, and develop a high-performing billing team focused on accuracy, responsiveness, accountability, and continuous improvement.
• Oversee hiring, onboarding, training, workload management, and performance reviews to build capability and support consistent execution across regions.
• Establish and maintain standard operating procedures for contract and billing processes to improve consistency, control, and knowledge transfer.
• Identify and implement process improvements that increase efficiency, reduce manual effort, and strengthen compliance across the revenue cycle

System and Tools

• JD Edwards (JDE)
• Accutrack
• Power BI & Reports Now
• Microsoft Excel, Teams, Outlook
• SharePoint, Concur, OnBase, ADP

Qualifications

• Bachelor's degree in Finance, Accounting, Business Administration, Supply Chain, or a related field, or equivalent practical experience.
• Progressive experience in contract administration, billing operations, freight invoicing, revenue controls, or a related finance or commercial operations function.
• Experience working with ERP systems, preferably JD Edwards (JDE), and reporting tools such as Power BI.
• Demonstrated leadership experience managing teams, setting priorities, and developing employees in a deadline-driven environment.
• Strong analytical, problem-solving, organizational, and decision-making skills, with the ability to manage multiple priorities effectively.
• Strong communication and stakeholder management skills, with the ability to work effectively across commercial, operational, and finance functions.

Preferred Qualifications

• Experience in transportation, logistics, freight, petroleum, manufacturing, or other high-volume operational industries.
• Experience supporting month-end close processes, audit requirements, and cross-border billing or customs documentation.
• Knowledge of freight-related charges including fuel surcharge, demurrage, accessorials, and landed cost applications.
• Experience developing standard operating procedures and leading process improvement initiatives.

Working Conditions

This position operates in a fast-paced, high-volume environment requiring frequent coordination across commercial, operational, and finance teams.

The role requires strong attention to detail, sound judgment, and the ability to manage complex billing scenarios across multiple regions, plants, and customer types.

About McAsphalt

McAsphalt is the industry leader in Canada specializing in asphalt products and services. Founded in 1970 by Leo McArthur and John Carrick, the company has since grown to over 500 employees spanning 26 terminals across Canada. McAsphalt offers a wide range of asphalt products, including emulsions, cutbacks, polymer-modified, performance-graded and roofing, and specialized transportation of those products by rail, land and water. Additionally, McAsphalt provides comprehensive services and technology solutions, encompassing paving, testing, research and development, engineering, and consulting.

We thank all applicants for their interest; only those selected for an interview will be contacted.

Salary Range
$90,000-$130,000