Freight Documentation & Operations Specialist

TOTE Resources LLC; Jacksonville (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

The Shipment Services Generalist role at TOTE Resources LLC in Jacksonville, FL gathers and communicates cargo information, posts and distributes invoices, and supports cross-functional teams to ensure accurate, timely processing.

You will work with Vessel Match & Release, documentation, and invoicing, learning industry terminology and company procedures while delivering reliable service to customers and internal partners.

Qualifications

• High school diploma, with a minimum of one year of college or related equivalent experience.
• Ocean Transportation/Logistics experience preferred.
• Superior English language communication skills.

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.
• 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 (ISO) certifications.

Skills

Deadline-driven

Attention to detail

Bilingual English/Spanish

Education

High school diploma

One year college / related experience

Job description

The Shipment Services Generalist role at TOTE Resources LLC in Jacksonville, FL gathers and communicates cargo information, posts and distributes invoices, and supports cross-functional teams to ensure accurate, timely processing.

You will work with Vessel Match & Release, documentation, and invoicing, learning industry terminology and company procedures while delivering reliable service to customers and internal partners.