Description
Purpose of Job:
The purpose of a Shipment Services Generalist is to gather and communicate cargo information accurately and efficiently, post and distribute all invoices.
Main Duties and Responsibilities:
- Communicate important customer transactional information to other departments and employees
- Work cross functionally to build relationships, enhance communication, resolve issues, and identify opportunities for improving existing processes/services.
- Be a role model within the organization, act in accordance with TOTE values, and continually strive to exceed customer expectations in daily activities.
- Manage department email boxes as assigned.
- Demonstrate a comprehensive understanding of the industry and the TOTE specific terminology and procedures of freight movement, documentation, and regulatory agencies.
- Check for accuracy of information provided by master Bill of Lading versus Booking information and update the back-office system with shipment information.
- Develop an understanding of customer business models/processes for assigned accounts.
- Evaluate customer needs and recommend solutions to ensure the timely receipt of required information.
- Take a leadership role in communicating transactional information for assigned accounts. Take ownership of their accounts and create work instructions, procedures, and train other shipment service coordinators on their accounts.
- Manage customer transactions including Vessel Match & Release, Documentation, Rating, Invoicing, and problem resolution.
- Understand and assist with the vessel reconciliation process. (VMR)
- Educate customers on documentation and regulatory requirements. (VMR)
- Process customer’s paperwork to ensure information is accurate, complete, and timely to comply with Manifest requirements. (VMR)
- Manage Documentation and VMR email box, attach paperwork to eDocs and request missing paperwork from customer to reduce proformas. (VMR)
- Manage pending match 304 report for EDI shipments. (VMR)
- Manage SJUDOCUMENTATION email box for northbound documents and attach paperwork to eDocs (VMR)
- Troubleshoot and resolve discrepancies within Internal departments by communicating with external customers. (VMR)
- Identify obligor/payer information and ensure correct code is applied for proper invoicing purposes. (INV)
- Process postal invoices daily complying with customer requirements. (INV)
- Ensure split billing invoices are closed and sent in addition to running reports for Invoices Generated but not Printed. (INV)
- Upload supplemental and freight invoices to the customer’s web portal. (INV)
- Prepare and post individual invoices for applicable customers. (INV)
- Run reports for each vessel to ensure accurate posting and invoicing. (INV)
- Send pre–notification and final notification to customer of potential charges. (ACS)
- Communicate with carriers and other departments to finalize accessorial notification. (ACS)
- Validate all appointment information received from carrier and ensure it matches Cargo Wise. (ACS)
- Reconcile any discrepancies and disputes with carriers and customers appropriately. (ACS)
- Notify customers of potential accessorial charges incurred due to unexpected actions or events. (ACS)
- Ensure all PODs are received from facility timely and accurately. (ACS)
- Attach all accessorial notifications and all correspondents to EDOCS. (ACS)
- Bill and post all accessorial charges timely. (ACS)
- Update the Daily Accessorial spreadsheet accordingly with appropriate dates, notes, events, accessorial type, and charges. (ACS)
- Develop an understanding of the company tariffs and customer contracts to provide accurate information and billing. (ACS)
Secondary Duties and Responsibilities:
- Assists the Company in any necessary duties to achieve Company goals.
- Performs other related duties as assigned.
- Adherence to the Integrated Management System that covers Quality, Environmental, and Safety (International Organization for Standardization) certifications.
Authority/Judgment/Disclosure/Financial Responsibility:
Authority:
Close supervision; work is regulated or supervised thoroughly, but not continuously; follows established methods and procedures, refers exceptions to supervisory personnel.
Judgment Decisions:
Mistakes and errors in judgment are serious in nature, causing considerable loss of money, production time, or adversely affecting customer relations.
Disclosure of Information:
This position involves regular work with some information which, if disclosed, might have adverse internal effect or objectionable outside results.
Financial Responsibility:
No authority to commit funds for the organization
Skills:
Experience in a deadline-driven production environment
Must demonstrate an attention to detail
Computer / data entry skills required
Bilingual English/Spanish is preferred but not required
Education:
Applicant must possess a high school diploma, with a minimum of one year of college or related equivalent experience
Ocean Transportation/Logistics experience preferred
Language Skills:
Applicant must have superior English language communication skills
Mathematical Skills:
Ability to add, subtract, multiply, and divide in all units of measurement using whole numbers, common fractions, and decimals.
Reasoning Ability:
Ability to solve practical problems where only limited standardization exists.
Certificates, Licenses, Registrations:
Must possess a valid driver’s license.
Physical Requirements of the Position –
Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
Visual Requirements of the Position:
Visual requirement equal to that for clerical administrative whose work deals largely with preparing and analyzing data and figures, accounting, transcription, computer terminal, extensive reading, etc
