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

General 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 ownership of assigned accounts and maintain work instructions and procedures as needed.
• Manage customer transactions including Vessel Match & Release, Documentation, Rating, Invoicing, and problem resolution.

Vessel Match & Release (VMR)

• Understand and assist with the vessel reconciliation process.
• Educate customers on documentation and regulatory requirements.
• Process customer paperwork to ensure information is accurate, complete, and timely to comply with Manifest requirements.
• Manage Documentation and VMR email box, attach paperwork to eDocs, and request missing paperwork from customers to reduce proformas.
• Manage pending match 304 reports for EDI shipments.
• Manage SJUDOCUMENTATION email box for northbound documents and attach paperwork to eDocs.
• Troubleshoot and resolve discrepancies within internal departments by communicating with external customers.

Invoicing (INV)

• Identify obligor/payer information and ensure the correct code is applied for proper invoicing purposes.
• Process postal invoices daily, complying with customer requirements.
• Ensure split billing invoices are closed and sent, in addition to running reports for invoices generated but not printed.
• Upload supplemental and freight invoices to the customer's web portal.
• Prepare and post individual invoices for applicable customers.
• Run reports for each vessel to ensure accurate posting and invoicing.

Accessorial Charges (ACS)

• Send pre-notification and final notification to customers of potential charges.
• Communicate with carriers and other departments to finalize accessorial notifications.
• Validate all appointment information received from carriers and ensure it matches CargoWise.
• Reconcile any discrepancies and disputes with carriers and customers appropriately.
• Notify customers of potential accessorial charges incurred due to unexpected actions or events.
• Ensure all PODs are received from the facility timely and accurately.
• Attach all accessorial notifications and correspondence to eDocs.
• Bill and post all accessorial charges timely.
• Update the Daily Accessorial Spreadsheet with appropriate dates, notes, events, accessorial type, and charges.
• Develop an understanding of company tariffs and customer contracts to provide accurate information and billing.

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 and 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 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 work dealing largely with preparing and analyzing data and figures, accounting, transcription, computer terminal use, extensive reading, and similar activities.

Equal Opportunity Employer

TOTE Maritime Puerto Rico is an Equal Opportunity Employer - Affirmative Action and a VEVRAA Federal Contractor. We are committed to a diverse workforce. 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.