Shipment Services Generalist

TOTE Maritime Puerto Rico, a leader in safe and reliable service to Puerto Rico, is seeking a Shipment Services Generalist to join the team at our Jacksonville, FL office.

be will responsible to gather and communicate cargo information accurately and efficiently, post and distribute all invoices.

• 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.
• Manage department email boxes as assigned.
• 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 a leadership role in communicating transactional information for assigned accounts. Take ownership of their accounts and create work instructions, procedures, and train other shipment service coordinators on their accounts.
• Manage customer transactions including Vessel Match & Release, Documentation, Rating, Invoicing, and problem resolution.
• Understand and assist with the vessel reconciliation process. (VMR)
• Educate customers on documentation and regulatory requirements. (VMR)
• Process customer's paperwork to ensure information is accurate, complete, and timely to comply with Manifest requirements. (VMR)
• Manage Documentation and VMR email box, attach paperwork to eDocs and request missing paperwork from customer to reduce proformas. (VMR)
• Manage pending match 304 report for EDI shipments. (VMR)
• Manage SJUDOCUMENTATION email box for northbound documents and attach paperwork to eDocs (VMR)
• Troubleshoot and resolve discrepancies within Internal departments by communicating with external customers. (VMR)
• Identify obligor/payer information and ensure correct code is applied for proper invoicing purposes. (INV)
• Process postal invoices daily complying with customer requirements. (INV)
• Ensure split billing invoices are closed and sent in addition to running reports for Invoices Generated but not Printed. (INV)
• Upload supplemental and freight invoices to the customer's web portal. (INV)
• Prepare and post individual invoices for applicable customers. (INV)
• Run reports for each vessel to ensure accurate posting and invoicing. (INV)
• Send pre-notification and final notification to customer of potential charges. (ACS)
• Communicate with carriers and other departments to finalize accessorial notification. (ACS)
• Validate all appointment information received from carrier and ensure it matches Cargo Wise. (ACS)
• Reconcile any discrepancies and disputes with carriers and customers appropriately. (ACS)
• Notify customers of potential accessorial charges incurred due to unexpected actions or events. (ACS)
• Ensure all PODs are received from facility timely and accurately. (ACS)
• Attach all accessorial notifications and all correspondents to EDOCS. (ACS)
• Bill and post all accessorial charges timely. (ACS)
• Update the Daily Accessorial spreadsheet accordingly with appropriate dates, notes, events, accessorial type, and charges. (ACS)
• Develop an understanding of the company tariffs and customer contracts to provide accurate information and billing. (ACS)

Qualifications (Education, Experience, & Certifications) -

Knowledge, Skills, & Abilities -

1. Experience in a deadline-driven production environment
2. Must demonstrate an attention to detail
3. Computer / data entry skills required
4. Bilingual English/Spanish is preferred but not required

The TOTE Group are industry leaders in full ship services and technical solutions with maritime operations and terminal services. Our purpose is to deliver reliable and outstanding service to our customers and to the communities we serve.

TOTE Group is committed to being reliable, resourceful, and adaptable in all that we do. TOTE Group knows excellent companies are built by great people who embody our company's values and vision.

Explore the possibilities with TOTE Group

As part of the team, full-time employees will receive a comprehensive benefits package, which includes health, dental, vision, life insurance, short term disability, long term disability, employee assistance program, 401(k) with company match and discretionary funding, tuition reimbursement, supplemental parental leave, jury duty, and bereavement leave. Full-time employees will receive a minimum of 10 days' vacation, 10 days sick, 10 days paid holidays and one floating holiday every 12 months. In addition, we offer an annual discretionary bonus (based on eligibility).

TOTE Maritime Puerto Rico is an Equal Opportunity Employer - Affirmative Action and a VEVRAA Federal Contractor. We are committed to a diverse workforce and taking affirmative action to employ and advance in employment qualified women, underrepresented groups, individuals with disabilities, and protected veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin disability or status as a protected veteran. TOTE Maritime Puerto Rico is a drug-free employer and a participant of the E-Verify Employment Verification Program.

Equal Opportunity Employer M/F/Veteran/Disability

Drug Free Workplace