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USA - Billing Assistant

Charleston, SC | Other

Job Description

Who we are:


At Inchcape, our vision is to have a connected world, in which our customers trade successfully and make better decisions in every port, everywhere.  We use technology and our global network to help our partners connect to a smoother, smarter ocean.  Inchcape combines its worldwide infrastructure with local expertise through our global network of over 240 proprietary offices, across 60 countries and a team of more than 2,500 committed professionals.  Our diverse global customer base includes owners and charterers in the oil, cruise, container, and bulk commodity sectors as well as naval, government and intergovernmental organizations.


We have an ambitious growth model and a career here is certainly going to be a rewarding one that will allow you to bring your skills & experience.  We embrace change and are open to new thinking and pushing for positive change in our industry.


Sound like the place for you?


Business Need / Purpose of Role


The Billing Assistant reporting directly to the ROC Manager, the Billing Assistant shall primarily responsible for and handling the invoice collection, communication with respective vendors/service providers and smooth coordination with internal departments in an accurate, professional, and timely manner.


This position involves 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 invoice collection and follow-up with the respective Vendor or Operator for the pending invoices. Some invoices must be downloaded from the Vendor’s website.
  • Ensure all third-party invoices and tally sheets are received, reviewed, and cross-checked against valid tariffs.
  • Ensure that all revenue order lines are raised and captured by the Operator. It includes verification of the data accuracy against the appointment letter. OneDA must be in line with the appointment and have up-to-date data.
  • Responsible for daily submitting invoices with appointment numbers to DAC team for posting. It includes submission of the final invoices and supporting documents to DAC for FDA processing. Maintain records.
  • Ensure that customer service and customer satisfaction remain a top priority in all elements of the functions performed in this department.
  • Ensure accurate disbursements are sent to the Principal after thoroughly checking all invoices pertaining to the port call.
  • Responsible of requesting credit note approvals whenever required and maintaining records of all credit notes raised.
  • Contribute towards any improvements to the department policy, SOP, communications, or any other improvements deemed beneficial to the department, Inchcape, and the Principals.
  • Ensure to maintain a good relationship with all Principals and Vendors handled, and work quickly and effectively to resolve any issues, disputes, or other which principals may face
  • Reporting: regular dialogue with Team Leaders, Operators, Asst. Operations Managers, ROC Manager, Support Desk team, DAC Team, and Vendors to ensure smooth activities throughout

Knowledge, Skills, and Abilities

  • Knowledge of Port Operations and port agency services
  • Knowledge of general accounting principles (accounts receivable/payable and collections)
  • Knowledge of Shipping documentation i.e., Bill of Lading (BOL)
  • Attention to details and effective organizational skills
  • Strong decision-making, problem-solving and analytical skills
  • Must have an advanced communication (verbal, written and listening) skills in order to communicate at different levels throughout the organization and with exterior organizations, etc.
  • Ability to work independently with limited supervision, multitask and possess strong initiative, exercise independent judgment within established systems and procedures
  • Ability to think logically, establish and follow procedures, instructions and make sound decisions
  • Ability to effectively present information and respond to questions from internal and external customers
  • Possess organizational and time management skills with ability to prioritize, be detail oriented and results driven
  • Possess high energy level, comfortable performing multifaceted projects in conjunction with normal activities
  • Possess strong analytical skills
  • Proven skills in administrative and numerate skills, able to use initiative to solve day-to-day problems in a professional and methodical manner
  • Must possess an advanced proficiency with Microsoft Word, Excel, PowerPoint, SharePoint, and Outlook



      • High School diploma or GED equivalent required.  Associates or Bachelor's degree in Accounting, Finance, or Business Administration or related major in a public or accredited private academic institution preferred
      • 0 – 2 years related accounting (AP/AR) experience, or an associate degree or equivalent from a two-year college or technical school; or equivalent combination of education and experience required.
      • Previous experience in maritime port operations and/or port agent services preferred.


      Why Inchcape Shipping Services?


      We believe in building a diverse and high performing workforce, that works together to provide our customers 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 our staff and know that your unique experiences, skills, and passions will help you to build a rich and rewarding career in our dynamic industry.


      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.


      In return, we will offer you:


      A diverse range of benefits, depending on your geographical location.  Globally as a minimum you will receive:

      • Life assurance
      • Healthcare
      • Competitive salary
      • Career development and progression opportunities
      • Values Award celebration events
      • Team building days


      Plus, much more!


      Inchcape Shipping Services is looking for people who are willing to think about the future...and think big.  We're looking for people who are ready to take on the most significant challenges of their careers.


      If you think that you have the right skills, knowledge, and attitude to join our team, then we invite you to apply to this advert!




      Inchcape Shipping Services is an Equal Employment Opportunity Employer and equality; diversity and inclusion are at the center of everything we do. We recognize that our customers, colleagues, contractors, and other partners are central to our success and that we work in a diverse society.  We acknowledge not only our legal, but also our moral responsibility to ensure all groups have equality of opportunity.

      Skills for USA - Billing Assistant

      The job skills required for USA - Billing Assistant include Billing, Accounting, Accounts Receivable, Customer Service, Problem Solving,and detail oriented etc. Having related job skills and expertise will give you an advantage when applying to be an USA - Billing Assistant. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by USA - Billing Assistant. Select any job title you are interested in and start to search job requirements.

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      Career Path for USA - Billing Assistant

      The following is the career advancement route for USA - Billing Assistant positions, which can be used as a reference in future career path planning. As an USA - Billing Assistant, it can be promoted into senior positions as a Billing Analyst II that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary USA - Billing Assistant. You can explore the career advancement for an USA - Billing Assistant below and select your interested title to get hiring information.