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Scan Global Logistics · 2 days ago

IMPORT SPECIALSIT/ BILLING COORDINATOR

Jamaica, NY, US

Full-time

Onsite

Mid Level

$28/hr - $31/hr

3+ years exp

Scan Global Logistics is a leading freight forwarding company, specializing in providing comprehensive logistics solutions to clients across various industries. The Import Specialist and Billing Coordinator role involves coordinating import shipments, ensuring regulatory compliance, and supporting end-to-end import processes while managing high-volume accounts payable invoices.

Freight ServiceLogisticsSupply Chain ManagementTransportation

Responsibilities

Coordinate end-to-end import operations for international ocean and air shipments from origin through final delivery

Handle daily shipment activities including booking, tracking and tracing, documentation preparation, customs clearance coordination, container pickup/returns, and final delivery

Prepare, review, and process import documentation such as bills of lading, commercial invoices, packing lists, customs declarations, ITs, and required permits

Support customs clearance activities by coordinating filings, inspections, duty payments, and communication with customs authorities and brokers

Monitor changes in trade regulations and support compliance with applicable standards such as FMC, ISO, IMDG, and TAPA

Obtain and compare freight rates and support carrier and vendor selection under established guidelines

Track carrier and service provider performance and assist in resolving service issues or shipment delays

Support freight cost tracking and assist with budget monitoring and cost analysis

Review freight invoices for accuracy and coordinate approvals and billing corrections as needed

Serve as a point of contact for internal teams and customers regarding shipment status, documentation, and service inquiries

Respond promptly to rate requests, emails, and shipment-related escalations

Utilize logistics and tracking systems to monitor shipment status, delays, costs, and key performance indicators (KPIs)

Prepare routine reports related to shipment activity, costs, and compliance

Collaborate with internal teams (sales, warehouse, supply chain) to resolve operational issues and support continuous improvement initiatives

Assist with maintaining and updating standard operating procedures (SOPs) for import and shipping processes

Coordinate with bonded and non-bonded warehouses regarding inventory movement and documentation

Support warehouse receiving and shipping accuracy through coordination and documentation alignment

Promote adherence to safety, organization, and compliance best practices

Maintain compliance with international import regulations, trade laws, and customs requirements, including accurate tariff classifications

Perform additional duties and special projects as assigned

Process high-volume daily accounts payable invoices, including PO and non-PO invoices, in compliance with company policies

Review, verify, code, and match invoices to support documentation to ensure accuracy and proper approval

Maintain and update vendor records, ensuring accurate setup and compliance with payment terms

Monitor open accounts and resolve invoice exceptions to ensure timely and accurate processing

Ensure vendor payments are made in accordance with contractual terms and identify opportunities for prompt-pay discounts

Prepare and process weekly payment proposals

Reconcile invoice discrepancies and coordinate resolution with internal departments and external vendors

Maintain organized and accurate documentation related to invoices, payments, and audits

Communicate effectively with internal stakeholders and vendors via email, shared mailboxes, phone, and Microsoft Teams

Perform detailed, repetitive data entry in a fast-paced, high-volume environment while maintaining accuracy

Adhere to strict accounting deadlines and internal controls

Support departmental operations by filing, reviewing, and verifying payment-related documentation

Perform additional accounting and operational duties as assigned

Qualification

Import operationsCustoms regulations knowledgeLogistics software proficiencyCommunication skillsOrganizational skillsNegotiation skillsAttention to detailTeam leadership