Panama - Billing Assistant

Job description

You Belong Here…Wherever in the World you find yourself. We celebrate our wins as one team of many great people! With a vision for a connected world, Inchcape relies upon the expertise, diversity, and global network of our over 3,000 professionals, spread across 60 plus countries and in over 250+ offices to help our partners connect to a smoother, smarter ocean . We empower our people, and our values are at the center of everything we do, and the successful candidate will be expected to demonstrate and fully adopt these: Global Perspective – we connect the world and see the bigger picture. The Power of People – we rely on the strength of local agent knowledge and relationships. Progress – we adopt new thinking and push for positive change in our industry. We know what matters. We never stand still. We always reach for more. #WeAreInchcape Business Need / Purpose of Role: The Billing Assistant is responsible for handling of invoice collection, communication with respective vendors/service providers and smooth coordination with internal departments in an accurate, professional, and timely manner. Meeting Inchcape’s set KPIs (Data integrity, Business critical time limits, Final DA invoicing dispatch time and accuracy, achieving Local and Regional quality Objectives). This position involved ensuring Quality Management System standards are implemented consistently in all operational reporting activities, monitoring the required operational excellence in the ROC. Objectives & Measurement – Key Responsibilities: Responsible for the collection and uploading of invoices. Assist with other data management reports. Follow-up with vendors/terminals for sending timely invoices. Some invoices must be downloaded from the Vendor’s website. Identify when a Portside Marine invoice is needed; create and post PSM invoices accordingly. Assist in uploading checks/receipts to SharePoint and OneDA. Ensure that all revenue and service lines are raised and captured by the Operator/LPA. OneDA must be in line with the appointment and include up-to-date data. Responsible for daily submission of invoices with supporting documents in OneDA with appointment numbers to DA team for posting. Notify DA when job is ready to render. Ensure that customer service and customer satisfaction remain as a top priority in all elements of the functions performed in this department. Responsible for requesting credit note approvals whenever required and maintaining records of all credit notes raised. Assist Operations with Optic, OneDa & queries and custom system updating. Contribute towards any improvements to the department policy, SOP, communications, or any other improvements as deemed beneficial to the department, Inchcape, and the Principals. Build local knowledge and maintain a good relationship with all principals and vendors. Have time management skills; work quickly and effectively to resolve any issues and disputes. Communicate daily with team lead, the team, operations managers, ROC Managers. Liaison between the agents, DA team and vendors to ensure smooth transactions. Knowledge, Skills, and Abilities: Knowledge of Port Operations and Port Agency services Knowledge of Shipping documentation i.e., Bill of Lading (BOL) Ability to work independently with limited supervision, multitask and possess strong initiative, exercise independent judgment within established systems and procedures Ability to prioritize work and handle multiple competing priorities Ability to balance multiple tasks, changing priorities & operate within a deadline-oriented environment Ability to think logically, establish and follow procedures, instructions and make sound decisions Possess organizational and time management skills with ability to prioritize, be detail oriented and results driven Attention to detail with a high level of accuracy Strong interpersonal skills including excellent verbal and written communication skills Excellent customer service and communication skills, including strong verbal and listening skills Must possess an advanced proficiency with Microsoft Word, Excel, PowerPoint, SharePoint, and Outlook Education, Qualifications, Certifications, and Licenses: High School Diploma or GED equivalent required. Associate's and/or Bachelor’s Degree in Maritime Administration, Business Administration or a related major in a public or accredited private academic institution desired, but not required. Previous experience in Shipping, Freight Forwarding, or Transportation/Logistics preferred, but not required. 2 years related work experience in maritime environment preferred, but not required. A foundational knowledge of Port Operations Why Inchcape Shipping Services? We believe in building a diverse and high performing workforce, that works together to provide our partners with the exceptional service they deserve. To reach the highest standards we depend on our people, their welfare, training, and expertise. We realize the value of the diversity of our people and know that their unique experiences, skills, and passions – strengthens the organization, stimulates creativity, and promotes the exchange of ideas – helping you to build a rich and rewarding career. What you’ll get: We understand that different families have different needs, which is why we’re always evolving our benefits to accommodate our employees. Along with health and financial benefits, our employees enjoy a variety of other perks, tuition assistance, employee resource groups, and collaborative workspaces — some offices even welcome dogs. In addition to our traditional benefits and perks, we sponsor various events throughout the year. And we provide a culture based on learning, the support of an engaged team, and an inclusive environment where all employees are valued. We also encourage a better work-life balance with our flexibility. While we know in-office collaboration is critical to our vision, we recognize that not all work needs to be done within an office environment, full-time. With consistent communication and digital collaboration tools, Inchcape has enabled our employees to find a balance that feels fulfilling and productive for each individual situation. Generous time off and paid holidays Performance and Recognition – You are rewarded for achieving success by merit increases and reaching milestones. Career growth and opportunities for promotions. We develop and hire from within! Plus, much more! Deciding where you want to work is an important decision. Choosing a company that support your professional and personal goals is essential. Inchcape provides the resources, culture, and leadership you need to be successful, to build something you’re proud of, and take advantage of all the future holds. Follow us on LinkedIn, Facebook, Instagram, and X to meet our employees and see what makes us who we are. Who you are is who we are. Inchcape is committed to the full inclusion of all qualified individuals. All qualified applicants will receive consideration for employment without regard to race, color, religion or belief, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Inchcape encourages applicants of all ages. As part of this commitment, Inchcape will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed, please email describing the accommodation. #LI-JN1