Shipment Services Generalist

TOTE Resources LLC•Jacksonville, FL

10d•Onsite

About The Position

The purpose of a Shipment Services Generalist is to gather and communicate cargo information accurately and efficiently, and to post and distribute all invoices. This role involves managing customer transactions, including Vessel Match & Release (VMR), Documentation, Rating, Invoicing, and problem resolution. The Generalist will also handle accessorial charges, ensuring timely notification and billing to customers. A key aspect of the role is to act as a liaison between customers and internal departments, resolving discrepancies and ensuring compliance with manifest requirements. The position requires a strong understanding of the industry, TOTE-specific terminology, and procedures related to freight movement and documentation. The Generalist is expected to be a role model, embodying TOTE values and striving to exceed customer expectations.

Requirements

Experience in a deadline-driven production environment.
Must demonstrate attention to detail.
Computer/data entry skills required.
Superior English language communication skills.
Ability to add, subtract, multiply, and divide in all units of measurement using whole numbers, common fractions, and decimals.
Ability to solve practical problems where only limited standardization exists.
Must possess a valid driver's license.

Nice To Haves

Bilingual English/Spanish is preferred but not required.
Ocean Transportation/Logistics experience preferred.

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.
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.
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.
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.
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.