Logistics Specialist

General Position Summary
This is a non-exempt position responsible for handling customer service and documentation related to imports and exports.
Essential Job Functions
Import & Export Documentation & Handling

• Responsible for providing an excellent level of customer service in telephone and email communications. Follows all appropriate communication practices with respect to customer's culture and business etiquette.
• Inputs shipping data into freight forwarding computer system.
• Books shipments with truckers as needed for Ocean Imports.
• Confirms transportation and delivery times with trucking lines that are handling customer's containers. Relays all necessary information to customer regarding expected arrival times, etc.
• Arranges customs clearance for imports through the customs broker.
• Faxes and emails shipping notification to parties.
• Creates and sends Arrival Notice to consignees or their brokers.
• Arranges inland transportation as needed; Check status of shipments (steamship lines website, etc.) and coordinates information with customers.
• Maintains tracking sheets per individual customer requirements.
• Receives commercial invoices and arrival notices and collect appropriate materials for distribution to customs broker.
• Works with Accounting Manager to expedite payment processing.

Administrative Support:

• Codes and submits vendor bills to accounting department for processing upon receipt. Follows up with vendors if bills are not received in a timely manner.
• Creates billing invoices and sends to billing parties with necessary back-up documents.
• Creates Closings for each shipment and provides to Accounting at month end closing.
• Communicates with customer regarding outstanding invoices.
• Works with manager to handle reconciliation issues.
• Assembles materials from files and records for use in preparing reports, answering correspondence and inquiries, carrying out various office functions.
• Receives calls and responds to inquiries.
• Receives shipping documents (i.e. invoices, packing list, etc.) and BOL and creates and maintains client files accordingly with respect to closing dates.
• Helps other employees with various tasks, i.e. supports accounting typing letters, sending emails, gathering information, etc.
• Assists with answering phones and refers them to proper staff member or takes messages; May coordinate information and assistance for both departmental staff and customers as needed.

Miscellaneous & Other

• Seeks constant improvement, more efficient and less expensive ways and means in work processes.
• Performs special projects and other miscellaneous duties as assigned by management.
• Follows up to complete any assigned work.
• Maintains high ethical standards in the work place.
• Reports all irregular issues and problems to supervisor for solution.
• Maintains good communication with supervisors, staff members and outside contacts.
• Complies with all company policies and procedures.
• Responsible for maintaining a clean and safe working area.

Qualifications
Education & Work Experience High School diploma or GED or equivalent experience. One to five years of similar work experience including working in import/export industry. General use of office equipment including phones, copier, personal computer, etc. Software includes freight forwarding system and Microsoft Office. Hazardous Materials Training Certificate may be required. A strong candidate for this position will demonstrate strong problem-solving skills, attention to detail, exceptional customer service skills, and dependability.
Work Environment & Physical Demands Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential job functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Work is typically performed in an office environment with moderate noise levels, and requires the employee to frequently sit. Work is performed typically in an office area with air conditioning and heat. On an infrequent basis, incumbent must perform tasks in the warehouse area.
The employee must be able to read and analyze data in hard copy and computer-based text; also requires the ability to measure or identify using eyesight. Occasional lifting of up to 15 pounds is required.