Billing Agent

Hellmann Worldwide Logistics; Lagunilla; On-site; EUR 28,000 - 38,000; Full time

Job summary

Hellmann Worldwide Logistics in Spain seeks a meticulous Billing Specialist to ensure accurate invoicing for shipments and to support cross-functional teams across branches.

You will prepare billing packages, validate charges against Incoterms, maintain documentation, and monitor submission timelines to meet customer and internal deadlines. Fluency in English and Spanish and strong MS Office skills are essential.

Qualifications

• Fluent in English and Spanish; excellent verbal and written communication.
• Experience in freight forwarding or logistics is preferred.
• Proficient with Microsoft Office suite (Word, Excel, Outlook).
• Strong organizational and attention-to-detail skills.

Responsibilities

• Estimate files prior to invoicing.
• Invoice shipments using notes, rate sheets, spots and requirements for each account.
• Audit billing for compliance with Incoterms and commercial instructions.
• Manage the invoice submission process and follow up on rejections or pending invoices.
• Prepare billing packages for customers and branches and maintain accurate notes in systems.
• Coordinate with Operations, Pricing and Collections to resolve discrepancies.

Skills

English proficiency

Spanish proficiency

Attention to detail

Communication skills

Education

High School Diploma

Tools

Microsoft Office

Job description

About Us

Ready to rock the future with us? At Hellmann we put our people at the heart of everything we do, because for us, relationship matters. Joining us does not just mean becoming part of a global company. It is an invitation to shape the future of the logistics industry together with us. Our Hellmann culture is based on our four values: Caring, Entrepreneurial, Forward-Thinking and Reliable. These values resonate with yours? Then become part of our FAMILY that consists of around 10.000 employees in more than 200 locations worldwide.

For the better. Together.

This position is responsible for ensuring the timely and accurate billing and invoice submission of USA shipments, while supporting operational and documentation activities for assigned export processes. The role works across multiple branches and customer accounts, validates charges against applicable Incoterms and commercial instructions, and ensures that billing records, supporting documents, and customer submissions comply with account-specific requirements.

Essential Duties And Responsibilities

• Estimate files prior to be invoiced
• Invoice shipments using the corresponding notes, specific rate sheets, spots and requirements for each account
• Manage EDI matters and provide assistance to Collections Department when needed for invoices billed
• Audit non-invoiced and invoiced shipments to ensure billing compliance
• Make and send billing packages to the customers and branches
• Open files in the production system
• Clean up billing accounts when needed
• Manage the invoice submission process, including preparation, validation, submission through customer portals or designated channels, and follow-up on rejected or pending invoices
• Monitor invoice submission capacity and workload to ensure daily volumes, deadlines, aging items, and customer service-level requirements are met
• Support the branches export process by coordinating and completing merchandise dispatch activities, including verification of shipment instructions, required documentation, operational milestones, and handoff to the appropriate parties
• Process billing and operational activities for accounts belonging to different branches, adapting to branch-specific procedures, rate structures, customer requirements, and escalation channels
• Analyze billable charges against the applicable Incoterms, quotation, rate sheet, spot rate, routing instructions, and customer-specific billing notes to determine the correct payer and avoid incorrect or duplicate charges
• Identify billing discrepancies, missing costs, incorrect charge codes, and documentation gaps; investigate root causes and coordinate corrections with Operations, Customer Service, Pricing, Collections, and other relevant teams
• Maintain accurate notes, audit trails, supporting documents, and status updates in the production system and customer platforms
• Prioritize high-volume and time-sensitive workloads while maintaining accuracy, productivity, and compliance with internal controls
• Communicate proactively with branches, customers, and internal stakeholders regarding missing information, invoice rejections, disputes, corrections, and completion status
• Cross-train on multiple accounts and processes to provide backup coverage and support business continuity during peak volumes, absences, or transitions
• Additional tasks as assigned by the Supervisor

Supervisory Responsibilities

This position does not supervise any direct reports.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education And Experience

• High School Diploma
• 1 to 3 years of previous experience in freight forwarding industry preferred
• Completion of any industry related course is a plus
• Excellent verbal and written communication skills in English and Spanish
• Excellent organizational skills and attention to detail
• Proficient with Microsoft Office

Knowledge, Skills & Attributes

• Self-confident, creative, innovative
• Can work at all levels of the organization
• Can make something complex easy to understand
• Can move from strategic to detailed focus easily
• Willing to help; looks for solutions; coaches others in finding their own solutions
• Values each person no matter their position, empathetic
• Team oriented. Willing to coach and receive coaching. Willing to lead and to follow depending on the situation. Eager to go above and beyond when needed to be successful
• Curious and continuously looking for ways to learn and grow
• Customer-focused
• Organizational skills

PHYSICAL DEMANDS

• Frequently required to stand, and walk
• Regularly required to sit for extended periods
• Regularly uses arms to reach, hands and fingers for computer and phone use
• Speaking clearly and listening for heavy phone contact
• Requires close-up and computer screen distance vision ability

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

The work environment characteristics are similar of those of an office setting with various office equipment.

Inclusion and social diversity are firmly anchored values in our corporate culture.

Regardless of gender, age, any disabilities, religion, ethnic origin or sexual identity: We are looking forward to meeting you!