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.