Export Operations Coordinator

Scope of Position

Ensure timely and accurate movement of freight and information, while providing exceptional customer service within the Export Department.

Tasks and Duties

• A/R performance & Analysis – Execute a strategic approach to credit and collections that will effectively 1) manage A/R and credit risk, 2) improve collections efforts resulting in 5% or less over 30 days past due with zero bad debt, 3) improve cash flow and liquidity to fund growth through a shortened cash conversion cycle, 4) reduce A/R credits, and 5) eliminate or reduce cash advances.

• AR disputes older that 7 days are to be escalated to the   management team via email daily with a recap of the actions taken and status. To be reviewed in weekly in finance meeting.

• Timely & Accurate Billing – Execute a tactical plan to manage invoicing with the goal of reducing additional invoices and reducing billing errors. Drive operational efficiency and lower costs through high quality invoicing. Leverage customer, product, and operator data to support invoicing, audit, and payment procedures. Use root cause analysis to eliminate billing errors. Reduce additional bills, cancels, and credits invoices where appropriate. Support timely and accurate billing for all completed services. Invoices to be posted daily in Expeditors’ system, exceptions to be reported via email to management daily.

• On-going AP management – Support accurate and timely revenue recognition with timely and accurate event updates. Ensure zero open provision reserves older than 24 hours. Manage unbilled A/R. Support accounts payable to remain current on all payable activities.

• Invoice Auditing – Effectively audit invoices for accuracy from current A/R. These audits are to be done timely and no later than 15 days past terms. Collaboratively work with operations, customers, and accounting to reduce waste and improve customer satisfaction.

• Customer service communication  - Support T&I process as appropriate and to promote customer experience and first impression. Actions include but not limited to building process flows, documenting procedures via SOP, dissemination of knowledge to employees with system controls, review of first invoice. Identify efficiencies internally to improve performance. EDI billing mapping support. Ensure invoice mailing procedures are executed and setup. Daily response to all customer emails verified by admin.

• EDE Management - Ensure correction of all EDE billing errors, with resolution no later than 5 days of occurrence or overriding customer specific KPI. EDE’s over 5 days since occurrence must be escalated to the management via email for resolution.

• BNP/PNB Management - Resolve all PNB and BNP reserves within 24 hours (goal of zero balance at all times). Resolve last month’s PNB/BNPs to zero by the 15th of the following month.

• CASS AP Management – Timely review and resolution of any and all CASS airline payable discrepancies. Success to be measured by zero PNBs or BNPs at time of payment. Report in run weekly,

• Margin Analysis - Assist management with customer level margin analysis for both origin and freight revenue with regular presentation of statistics and highlights of losses and inflated rate levels. Usage of daily reports to ensure this is done timely.

• Ocean export booking/documentation- Assist Ocean export supervisor to ensure all bill of lading instructions are submitted to the applicable ocean carriers prior to the posted cutoff. When necessary, assist submitting carrier booking request via online carrier portals and entering information into export transportation management system.

• Other tasks/duties as deemed appropriate by your management team.