At Ports America, the Terminal Operations Coordinator will be responsible for the timely and accurate processing of billing, terminal ordering and all clerical support as needed for the Maintenance and Repair Department. Responsibilities will include sorting incoming mail, issuing of purchase orders, submitting work orders to customers, creating and maintaining reports and communicating to Operations staff in an accurate and timely manner.

Essential Duties:

• Develop and maintain positive customer relations by understanding customer needs, contract terms and conditions, and by assisting the operations team with implementing plans to address those needs.
• Complete billing for the Reefer Services, AIS (M&R) and Chassis repair ensuring customers are billed in a timely manner.
• Ensure all invoicing is completed accurately and in the system prior to month end closing.
• Communicate regularly with Accounts Receivable and customers to assist in resolving outstanding issues regarding billing, credits and disputes.
• Run and validate daily and weekly reports to verify repairs and work orders.
• Data entry into various billing systems.
• Generate terminal activity reports including payroll, and update department KPI’s.
• Maintain accurate files concerning cargo and equipment activities.
• Generate purchase orders and contact vendors as needed to assist with placing orders.
• Track progress of open purchases to be sure that items/inventory are received and receipted in the system.
• Perform various clerical duties such as running/creating reports, making phone calls, scheduling site visitors, attending meetings, taking accurate notes.

Minimum Qualifications:

• High School Diploma or GED
• 1+ years of experience in an administrative or operational support function.
• Obtain and maintain a TWIC Card issued by the Department of Homeland Security.

Preferred Qualifications:

• Strong computer skills including MS Office (Microsoft Excel and Word).
• Prior experience working with computerized billing systems such as Newport Systems, Dockworks, N4, Inspyrus, Mainpac and/or Citrix
• Ability to communicate effectively in both oral and written English.
• Excellent interpersonal skills.
• Excellent time management skills; sense of urgency.
• Must be able to work independently and possess good organizational skills.
• Requires the ability to work in a fast-paced environment.
• Requires the knowledge and adherences to all safety policies and procedures.

Physical Working Attributes:

• Use a computer/keyboard.
• Work in changing hot and cold climates based on weather conditions.
• Work in an environment with moving objects and machinery.
• The environment may be hazardous to persons unable to see or hear fast moving heavy equipment.

NOTE: This job description is not intended to be all-inclusive. Employees may perform other related duties as needed to meet the ongoing needs of the organization.

Ports America is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race; color; religion; national origin; sex (including pregnancy); sexual orientation; gender identity and/or expression; age; disability; genetic information, citizenship status; military service obligations or any other category protected by applicable federal, state, or local law.

This role does not offer sponsorship for work authorization. External applicants must be eligible to work in the US.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)