Billing and Operations Specialist at Fargo Courier

JOB PURPOSE:

• The Billing and Operations Specialist will play a pivotal role in supporting the Freight Forwarding Department by managing billing operations, coordinating shipment logistics, and ensuring timely processing of invoices and container deposits. The role requires a detail-oriented individual who can collaborate effectively with the operations and accounts teams to maintain seamless operations and meet financial and logistical objectives.

KEY DUTIES & RESPONSIBILITIES:

• Prepare detailed customer invoice breakdowns in Excel and SAP, and submit them to the accounts executive for invoicing.
• Ensure all invoicing documents are submitted to the C&F accountant for invoice generation. Follow up with the accounts team to ensure invoices are shared within 24 hours of the request, escalating delays to the Operations Manager.
• Provide weekly reports on files submitted to the Accounts Department for billing.
• Coordinate and send filed documents to the C&F accountant immediately after invoicing.
• Deliver weekly updates on all loaded shipments, reporting directly to the Operations Manager.
• Collaborate with the accounts team for effective KPA account management.
• Follow up with transporters to ensure timely truck allocation.
• Liaise with shipping lines to secure shipping charges and delivery orders, ensuring payments are approved and processed promptly.
• Follow up with shipping lines for delivery orders and container guarantee forms, ensuring proper documentation and adherence to procedures.
• Ensure EDIs are promptly sent to KPA and ICD for shipment mapping and PUO generation post- release.
• Validate guarantee forms with shipping lines, ensuring invoices are received and payments are coordinated with the finance team.
• Ensure empty containers are returned to the shipping line depot within the validation period to avoid penalties.
• Obtain and review container interchange reports for damages, arranging joint surveys with shipping lines when necessary.
• Follow up with shipping lines for container deposit refunds, ensuring all procedures and documentation are accurately handled.

QUALIFICATIONS AND REQUIREMENTS:

• Bachelor's Degree in Supply Chain, Operations Management, Logistics Management, or a Diploma in Clearing and Forwarding or Shipping.
• Minimum of 4 years of experience in the freight forwarding industry.
• In-depth knowledge of customs legislation, import/export documentation, and customs clearance processes.
• Strong problem-solving, interpersonal, and communication skills (both oral and written).
• Ability to multitask and efficiently complete tasks under pressure.
• A team player with a positive attitude, keen attention to detail, and strong organizational skills. SAP and KESRA certification is an added advantage.