Support Services Coordinator

Summary:

The Support Services Coordinator is responsible for various processes pertaining to completion of domestic and international bills of lading, invoices, arrival notices for all manifested shipments where Trailer Bridge is responsible.  This includes documentation, application of contract rates or tariff rates, processing invoices, generating arrival notices, timely communications to various regulatory agencies, communications with customers, validating information, performing quality assurance or other tasks as needed.

Documentation and Invoicing 
  • Review premanifest lists, stow plan lists and manifests to ensure all boarded shipments, northbound and southbound are appropriately documented, invoiced and and notified to the customer
  • Prepare and enter all description information for accurate completion of the ocean bill of lading.
  • Validates all data elements for accuracy against shippers paperwork and questions or escalates any inconsistency with the Account Manager or customer to ensure efficient exportation of cargo and ensuring that service commitments are achieved and maintained.
  • Provides clients with advice concerning terms of delivery, payment, insurance and ancillary services affecting the client’s needs.
  • Issues and submits documentation in compliance with all relevant laws and processes
  • Document shipments per regulatory guidelines including but not limited to In Bond, USDA, US Customs, Hazardous, Schedule B and HTS Code requirements.
  • Regularly follow up with customers and Account Managers regarding customer inquiries, problem solving needs regarding discrepancies to ensure deadlines are met and customer satisfaction.
  • Ensures appropriate application of rates to customer invoices per Trailer Bridge pricing contracts/tariffs
  • Ensure documentation status reports are updated timely.
  • Issue invoicing, attaching back up paperwork when required, as per customer profiles when assigned.
Additional Duties and Responsibilities
  • Completion of barge objectives within scheduled deadlines.
  • Ability to work independently and adhere to deadlines
  • Maintain high accuracy scores for bills of ladings and invoices.
  • Continually pursue cross training within the department and organization.
  • Uphold company policies, and supports equal opportunity employment objectives.
  • Handle other duties as assigned by the team lead, Director and company executives.

 

Qualifications
  • 3-4 years previous experience in documentation and rating in the marine or other applicable industry.
  • Familiarity with applicable regulations and customs reporting and filing requirements
  • Strong PC and software skills, preferably in an AS400 environment, as well as a working knowledge of Excel spreadsheet development
  • Very good verbal and written communication skills
  • Fluency in English and Spanish preferred
  • Bachelor’s degree a plus
Other Characteristics
  • Strong organizational and time management skills
  • Good analytical skills with attention to detail
  • Good sense of urgency
  • Team and production oriented
  • Strong interpersonal skills, ability to work with all levels of the organization
  • Supports the culture of Trailer Bridge by modeling and encouraging the TB12 – Trailer Bridge’s core values

EEO/AA Institution. Protected veterans and individuals with disability encouraged to apply.

Marine Ops Coordinator BIT

Summary

The Marine Operations Coordinator-BIT provides administrative support to the Marine Operations Department.  This includes, but is not limited to, verification and input of documents to assure records are maintained timely and accurately in order to meet company and regulatory requirements. The Coordinator assists the vehicle division by providing customer service functions including tasks required for receiving and delivering cars. In addition, the Coordinator assists the Equipment Control Department by performing BIT yard checks, system updates, processing paperwork for dispatches, and answering customer inquiries.

Essential Functions:
  • Updates vessel schedules in the corporate AS400 system with daily communications to all employees.
  • Prepares monthly marine efficiency reports.
  • Verifies and inputs document data received from gate and vessel operations as directed by port management.
  • Provides support to customers calling to inquire about our service and/or their freight.
  • Provides support to customers delivering/picking up freight at the port.
  • Responsible for Wharfage and Assessment Reporting, and US Corps of Engineering Reporting.
  • Assists with purchasing and ISO 9001:2008 documentation and compliance.
  • Codes and distributes invoices in a timely fashion in accordance with Accounting PO policies and procedures.
  • Assists with vessel arrivals and departures.
  • Provides vessel and yard preparation/support. This includes but is not limited to carrying battery packs to the yard and jump starting vehicles; driving/positioning vehicles on the yard.
  • Processes dangerous/hazardous cargo and prepares Hazardous Cargo Manifest for vessels.
  • Provides support to the Trailer Supervisor/Port dispatcher and acts as back up for this position as needed.
  • Assists with vehicle receipt/delivery as needed.
  • Performs yard inventory on daily basis, prepares daily projection list, and distributes to Marine personnel.
  • Assists with processing export vehicle documentation.
  • Performs export vehicle yard inventory on a daily basis and updates the vehicle status report located on the company website.
  • Performs daily credit card payment reconciliation.
Additional Duties and Responsibilities
  • Handles other duties as assigned by the Sr. Manager
  • Follows written procedures as documented in the Trailer Bridge ISO 9001:2008 quality processes
  • Upholds company policies
 Qualifications
  • 2-3 years previous experience in administrative or customer service positions, preferably in the marine industry
  • High school diploma or equivalency
  • Bachelor’s degree preferred
  • Excellent PC skills, including experience with Microsoft Word and Excel
  • Good data entry skills with minimum 45 wpm typing
  • Bilingual (Spanish/English) a plus
  • Experience with AS400 computer systems preferred
  • Highly organized with strong communication skills (verbal and written)
  • Excellent phone skills, customer service oriented
  • Ability to obtain security clearance for access to Port Terminals
  • Valid driver license
 Other Characteristics
  • Punctual with excellent attendance
  • Ability to handle multiple priorities and meet deadlines
  • Ability to remain calm and productive in a high-volume environment
  • Ability to work independently and make appropriate decisions
  • Ability to work overtime on short notice and/or work a varying schedule that may include early or late shift starts, as well as weekends
  • Supports the culture of Trailer Bridge by modeling the core values of a Trailer Bridge team member, the TB12
 Physical Requirements
  • Ability to work indoors and outdoors as needed
  • Ability to lift up to 25 lbs
  • Ability to carry 25 lbs. of equipment for distances approximately 100 feet
  • Ability to lift overhead

 

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