Office Generalist - Commercial

JOB SUMMARY :

Serve as an office generalist of administration functions sales, inbound/outbound, and commercial departments. Assist departments with road folders, DPS data entry, respond to inquiries from internal and external customers on a timely basis; and serve as overflow support/back up to departments.

Reports To: VP of Business Development

REQUIREMENTS :

• High school diploma or GED; college classes in accounting and/or business preferred
• Minimum two (2) years office experience, prior experience in moving industry preferred
• Computer literate and adaptable to new programs and processes
• Able to acquire US Government security clearance for DPS
• Keep comprehensive notes and track information with excellent attention to detail and accuracy
• Excellent customer service and telephone skills and ability to handle difficult and/or emotional customers
• Able to adjust work pace and priorities according to the day's workload
• Able to problem-solve and be a solutions-focused person
• Ability to conduct him/herself in a professional, businesslike manner
• Team player, transparency, and collaboration are highly valued in the company culture

Job will include but is not limited to the following:

• Serve as back-up in answering the company's phone system. This includes providing answers to inquiries if able to, routing phone calls to the appropriate personnel, taking down messages when necessary, and making sure that messages are relayed on a timely basis
• Serve as the back-up in calling each customer on the final schedule the day before the move to provide crew estimated time of arrival, confirm address, phone number, and, if applicable, balance due and payment terms
• Serve as the back-up in preparing all paperwork needed for road folders using the daily dispatch list. This includes auditing to source documents, checking for accuracy and completeness, researching any missing information
• Prepare containerized/loose cargo pick up documents for dispatch as shipments become available
• Work with steamship line/carrier on container problems including hold for payments and inspections
• Trace containerized and loose shipments, and monitor and track foreign containers
• Collect, review and prepare customs documents for shipments requiring U.S. customs clearance
• Make shipments available to owners, and provide advice and update if applicable
• Coordinate deliveries for commercial shipments by putting them on schedule, checking addresses for access problems; collect any charges due, etc.
• Coordinate transshipments as needed for inter-island moves
• Communic ate and relay correspondence with carriers and company accounts as needed to coordinate shipments, particularly VIP and FIDI shipments
• Prepare bookings received from TSP by creating member folders, and update Outbound log sheets
• Input and edit customer maintenance, and prepare estimate sheets
• Input in DPS survey results and accessorial requests, update information in CompuMove, and request GBL from TSP immediately after receiving survey from estimator
• Phone, fax and e-mail correspondence with carriers and other parties as needed
• Strip the road folders on a timely basis by preparing all documents for distribution
• Log "new" containers in container file
• Input data to shipping analysis spreadsheet
• Invoice carriers and confirm invoices are approved and processed in a timely manner
• Review open B/L listing at the end of the month and return to accounting within 5 days of closing the month with explanations for any delays in billing
• Assist Coordinators in moving shipments when needed.
• Respond to inquiries from customers, TSP's, JPPSO, and Operations on a timely basis.
• Maintain vendor relationships and update contact information as necessary
• Perform other clerical/administrative functions as necessary
• Prepare other miscellaneous reports or subject research as requested
• Assist in preparing road folders for other areas
• Maintain Shipping Analysis spreadsheet
• Update forms and create new forms as directed by a member of the management team
• Calculate the removal/shipping cost-as appropriate and post to cost cards
• Respond to rate requests or inquiries from agents
• Oversee and administer all trade sales, agency agreements and vendor relationships
• Create and maintain shipping files for clients
• Work with suppliers/shipping lines and/or haulers as required
• Respond to any customer inquiries and/or complaint in a timely manner
• Maintain in excel - booking spreadsheet, shipment status spreadsheet and closing spreadsheet
• Responsible for booking shipments with agents and move management of military international shipments
• Update CompuMove as shipment status changes
• Create a claims file when notified of a loss and transmit to National Claims Service
• Chargeback agents for reweighs, claims or billing errors.
• Collect from client for duty on alcohol
• Provide statistical information when needed or requested by management
• Responsible for filing all folders and Matson OBLS on a timely basis
• Input and maintain quarterly density reports
• Input commercial moves into sales spreadsheet
• Serve as a back-up in scanning and emailing all billing packets
• Assist in Claims management of files
• Any other duties as may be requested by the Company

GENERAL DUTIES

• Maintain and update position training manual including instructions, samples and forms
• Serve as a primary or secondary backup when an administrative staff member is absent from work

This list is not all inclusive but is meant as a guideline of assorted duties of the job.

Note: This Job Description is subject to change as technology and internal processes change.

PHYSICAL DEMANDS

Physical demands include sitting, working on the computer, talking/listening on the telephone and reading. Some lifting may be required, including the ability to lift up to 30 pounds. Good vision is required for working with a computer, computer monitor, and details in paperwork.

COMPENSATION & BENEFITS

• J ob Type: Full-time
• Salary: Hourly/Non-Exempt; $18.00/hr
• Holiday Federal Holidays Observed
• Medical & Dental
• Aflac Benefits
• Paid Time Off (per company guidelines)
• ESOP after vesting period

There will be a 90-day introductory period. At the end of the introductory period, a performance review will be conducted. However, this does not modify your at-will employment with the company, and you may be terminated at any time during your employment.

Our company is substance-free. Successful applicants must submit to a drug test before hiring and random testing thereafter.

The above information on this description is intended to describe the general nature and level of work performed by an individual in this job. It is not to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications of an individual chosen for this job. The Organization can add, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.