Shipment Services Generalist

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:

1. Assists the Company in any necessary duties to achieve Company goals.
2. Performs other related duties as assigned.
3. 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

TOTE Maritime Puerto Rico, LLC is an Equal Opportunity Employer - Affirmative Action and a VEVRAA Federal Contractor. We are committed to a diverse workforce and taking affirmative action to employ and advance in employment qualified women, underrepresented groups, individuals with disabilities, and protected veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin disability or status as a protected veteran. TOTE Maritime Puerto Rico is a drug-free employer and a participant of the E-Verify Employment Verification Program.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

As part of the team, full-time employees will receive a comprehensive benefits package, which includes health, dental, vision, life insurance, short term disability, employee assistance program, 401(k) with company match and discretionary funding, tuition reimbursement, supplemental parental leave, jury duty, and bereavement leave. Full-time employees will receive a minimum of 10 days' vacation, 10 days sick, 10 days paid holidays and one floating holiday every 12 months. In addition, we offer an annual discretionary bonus (based on eligibility).