Billing & Logistics Coordinator - Hybrid position
About The Position
The Billing & Logistics Coordinator coordinates outbound product shipments, maintains shipping documentation, and processes accurate, timely customer invoices. The role communicates across Shipping, Warehouse, Inventory Control, Sales, Accounting, customers, and transportation providers to support efficient order fulfillment. Duties include scheduling transportation, verifying shipment details, processing invoices, and resolving discrepancies involving quantities, weights, freight charges, and documentation. The position supports inventory accuracy through shipment verification and transaction coordination, but is not primarily responsible for warehouse inventory management or inventory control programs. It is a hybrid role based primarily in an office within a beef processing facility, with at least two days in the office and up to three days remote. The role requires extended computer work and data entry, occasional entry into shipping, warehouse, or refrigerated storage areas, compliance with safety, food safety, and PPE requirements, and possible schedule flexibility for shipment deadlines and operational needs.
Requirements
- High school diploma or GED.
- Two to three years of experience in billing, logistics, shipping coordination, customer service, or related administrative operations.
- Experience using ERP, inventory, billing, or transportation management systems.
- Proficiency with Microsoft Office, particularly Excel and Outlook.
- Strong numerical accuracy and attention to detail.
- Strong organizational and time management skills.
- Ability to manage multiple deadlines and changing priorities.
- Effective written and verbal communication skills.
- Ability to work independently and collaboratively across departments.
Nice To Haves
- Associate degree in Business, Supply Chain, Accounting, Logistics, or a related field.
- Experience in food manufacturing, meat processing, or distribution.
- Familiarity with transportation scheduling, freight documentation, and bills of lading.
- Experience with customer invoicing involving variable product weights and quantities.
- Knowledge of refrigerated transportation and customer delivery requirements.
- Experience resolving ERP transaction or inventory discrepancies.
Responsibilities
- Prepare, verify, and process customer invoices for completed shipments; review orders, pricing, product descriptions, quantities, weights, and freight charges for accuracy.
- Reconcile shipment documents with customer orders and ERP records; investigate billing discrepancies and process approved adjustments, credit memos, and corrections.
- Complete and distribute invoices by established deadlines and maintain accurate billing records and supporting documentation.
- Coordinate outbound transportation, carrier pickups, delivery appointments, and transportation arrangements to meet customer requirements.
- Communicate shipment schedules, changes, delays, and transportation issues with carriers, freight brokers, customers, and internal departments.
- Verify freight arrangements, shipping instructions, and transportation charges; help resolve freight discrepancies, missed pickups, delivery concerns, and freight claims.
- Prepare and review bills of lading, packing lists, shipping manifests, and other shipment documents; ensure documents are complete and accurate before product release or shipment.
- Verify shipped quantities, weights, and product descriptions against customer orders and warehouse records, and coordinate resolution of discrepancies with Shipping and Warehouse personnel.
- Maintain electronic records of shipping transactions and supporting documents, including customer-specific shipping requirements.
- Coordinate with Inventory Control and Warehouse personnel to confirm product availability, identify inventory discrepancies affecting orders, and accurately record finished-goods shipments and inventory movements in the ERP system.
- Research differences among shipped quantities, inventory records, and invoiced amounts, and communicate product shortages or shipment changes to appropriate departments.
- Respond to customer inquiries about invoices, shipment status, and supporting documentation; provide requested invoices, bills of lading, and shipment records.
- Maintain professional relationships with customers, transportation providers, and internal departments, and escalate unresolved issues to appropriate management personnel.
- Maintain organized invoice, shipping, and transportation records; assist with daily and month-end billing reconciliation and prepare routine reports on billing accuracy, shipment activity, and outstanding transactions.
- Identify opportunities to improve billing, documentation, and logistics processes; follow company procedures, internal controls, and applicable food safety requirements.
- Perform other related duties as assigned.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Education Level
High school or GED
