KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of Port Operations and Port Agency services
• Knowledge of Shipping documentation i.e., Bill of Lading (BOL)
• Ability to work independently with limited supervision, multitask and possess strong initiative, exercise independent judgment within established systems and procedures
• Ability to prioritize work and handle multiple competing priorities
• Ability to balance multiple tasks, changing priorities & operate within a deadline-oriented environment
• Ability to think logically, establish and follow procedures, instructions and make sound decisions
• Possess organizational and time management skills with ability to prioritize, be detail oriented and results driven
• Attention to detail with a high level of accuracy
• Strong interpersonal skills including excellent verbal and written communication skills
• Excellent customer service and communication skills, including strong verbal and listening skills
• Must possess an advanced proficiency with Microsoft Word, Excel, PowerPoint, SharePoint, and Outlook

EDUCATION, QUALIFICATIONS, CERTIFICATIONS, AND LICENSES:

• High School Diploma or GED equivalent required.
• Associate’s and/or Bachelor’s Degree in Maritime Administration, Business Administration or a related major in a public or accredited private academic institution desired, but not required.
• Previous experience in Shipping, Freight Forwarding, or Transportation/Logistics preferred, but not required.
• 2 years related work experience in maritime environment preferred, but not required.
• A foundational knowledge of Port Operations

BUSINESS NEED / PURPOSE OF ROLE:

The Billing Assistant reporting to the Billing Manager is responsible for handling of invoice collection, communication with respective vendors/service providers and smooth coordination with internal departments in an accurate, professional, and timely manner. Meeting Inchcape’s set KPIs (Data integrity, Business critical time limits, Final DA invoicing dispatch time and accuracy, achieving Local and Regional quality Objectives).
This position involved ensuring Quality Management System standards are implemented consistently in all operational reporting activities, monitoring the required operational excellence in the ROC.

OBJECTIVES & MEASUREMENT – KEY RESPONSIBILITIES:

• Responsible for the collection and uploading of invoices. Assist with other data management reports. Follow-up with vendors/terminals for sending timely invoices. Some invoices must be downloaded from the Vendor’s website.
• Identify when a Portside Marine invoice is needed; create and post PSM invoices accordingly.
• Assist in uploading checks/receipts to SharePoint and OneDA.
• Ensure that all revenue and service lines are raised and captured by the Operator/LPA. OneDA must be in line with the appointment and include up-to-date data.
• Responsible for daily submission of invoices with supporting documents in OneDA with appointment numbers to DA team for posting. Notify DA when job is ready to render.
• Ensure that customer service and customer satisfaction remain as a top priority in all elements of the functions performed in this department.
• Responsible for requesting credit note approvals whenever required and maintaining records of all credit notes raised.
• Assist Operations with Optic, OneDa & queries and custom system updating.
• Contribute towards any improvements to the department policy, SOP, communications, or any other improvements as deemed beneficial to the department, Inchcape, and the Principals.
• Build local knowledge and maintain a good relationship with all principals and vendors. Have time management skills; work quickly and effectively to resolve any issues and disputes.
• Communicate daily with team lead, the team, operations managers, ROC Managers. Liaison between the agents, DA team and vendors to ensure smooth transactions.