Job description
POSITION: Import Billing
ABOUT OUR COMPANY:
We are more than just an international logistics company. We are independently owned, innovative and leaders in supply chain solutions and global trade compliance. We offer many opportunities for advancement and personal growth relative to trade compliance and business development. Our mission is to provide the highest level of customer service, competitive pricing and value-added services which differentiates us from our competitors. This role is to handle the initial process of opening the customs entry file in the operations system while assisting the Billing Department to ensure billing in the branch is centralized and managed. Both functions involve data entry input of information and external communications with vendors and internal communication with Entry Processors and Customer Service.
CORE RESPONSIBILITIES:
ABOUT OUR COMPANY:
We are more than just an international logistics company. We are independently owned, innovative and leaders in supply chain solutions and global trade compliance. We offer many opportunities for advancement and personal growth relative to trade compliance and business development. Our mission is to provide the highest level of customer service, competitive pricing and value-added services which differentiates us from our competitors. This role is to handle the initial process of opening the customs entry file in the operations system while assisting the Billing Department to ensure billing in the branch is centralized and managed. Both functions involve data entry input of information and external communications with vendors and internal communication with Entry Processors and Customer Service.
CORE RESPONSIBILITIES:
- Manage accounts payable using accounting software.
- Work with the Import and Accounting department.
- Research and audit expense not billed report received from corporate.
- Establishing and maintaining relationships with new and existing vendors.
- Ensure invoices are entered timely and accurate manner while adhering to departmental procedures.
- Help resolve problems and discrepancies, respond to vendor inquiries, research invoice copies, check billing documentation and manage the billing process.
- Receive electronic or hard copy documentation/manifest from Customer Service.
- Email documents were printed the same day.
- Save receipt (how documents were received including time and date stamping).
- Put a copy in ASC file folders along with the documentation.
- Make sure to put notes on when documents were received and which documents.
- Track within the system to see if the file is already opened SAME DAY AS RECEIPT (or within 5 working hours)
- Open files in the following priority.
- Air shipments (Grey folders to distinguish from general files).
- FDA Food shipments (for Prior Notice).
- ETA order regular shipments.
- Open file in the operating system with no punctuation or spaces included in any reference field (minimum information including B/L number (Master and House), container number should be indicated.
- Receive electronic or hard copy documentation/manifest from Customer Service.
- Email documents were printed the same day.
- Save receipt (how documents were received including time and date stamping).
- Put a copy in ASC file folders along with the documentation.
- Make sure to put notes on when documents were received and which documents system to see if the file is already opened SAME DAY AS RECEIPT (or within 5 working hours).
- Air shipments (Grey folders to distinguish from general files).
- FDA Food shipments (for Prior Notice).
- ETA order regular shipments.
- Open file in the operating system with no punctuation or spaces included in any reference field (minimum information including B/L number (Master and House), container number should be indicated
- Pull through EDI if needed. If EDI is missing for a shipment where EDI is required then you must contact the data center to add the EDI record.
- Pull through AIC charges and information if needed.
- Customer Service will handle any reports to clients of any missing commercial documents.
- If only copies are provided and original documents are needed, Customer Service will contact the client.
Skills:
- Excellent attention to detail with strong organizational ability
- Excellent computer skills knowing Excel & Word
- Exposure to logistics (preferred)
- Strong communication skills by email and telephone
- Time management to meet multiple tasks and meet deadlines
- Data Entry
- Basic Understanding of Generally Accepted Accounting Principles (GAAP)
QUALIFICATIONS:
- Professional, responsible and collaborative attitude
- Ability to communicate effectively with outside vendors and internal teams
- Strong attention to detail, organization and documentation skills
- Excellent oral and written communication skills
- Strong work ethic and follow-up skills
- 3 plus years of proven experience in a similar role
- Proficient with Microsoft Excel
- Ability to multi-task and process invoices from multiple entities
- An analytical or Accounting background is preferable
- Bachelor's degree in Accounting is preferred but not required
- Ability to work independently and within a team
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