Operations Support Specialist

Business Need / Purpose of Role The Operations Support Specialist (OSS) will provide support for operational matters under the direction of the Operations Manager and Americas Accounting Manager, assisting with data management, invoice collection/processing, general accounting matters, communicating with respective vendors/service providers and smooth coordination with internal departments in an accurate, professional, and timely manner. The OSS plays a critical role in delivering safe, efficient, and customer-focused operations in compliance with maritime regulations and company standards. Will exercise discretion and independent judgment with respect to operational matters of significance to the business and our customers. Objectives & Measurement – Key Responsibilities Statutory matters – responsible for: Create and post Portside Marine invoices. Identify when a PSM invoice is needed and help produce an invoice for additional organic revenue. Work closely with terminal to prepare Bill’s of Lading for export cargo. Issue Original Bill’s of Lading once approval obtained. Complete Customs Documentation. 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 Assist operations of timely uploading of checks/receipts to OneDA and SharePoint Follow up with terminals/vendors for sending timely invoices OSS to be aware of our contractual rates with vendors and assist in identifying invoices with incorrect rates. Monitors Optic daily and ensure that all queries/appointments and other functions are completed timely and within KPIs. Assist Operations with Optic, OneDA & customer system updating. Direct contact for the North America DA team. Answering DA Desk or CLS queries. Assist and answer as needed to clear queries so DA can be settled quicker. Act as the liaison between the agents and DA teams. Updating PDA calculator. Build local knowledge and relationship with our vendors, know the ins and outs of this business and requirements for our vendor & customer requirements. Local area knowledge. Assist with projects or reporting when needed. Assist with high-priority items as needed. Ensure all shipping documentation is issued on time and accurately. Always perform accurate and timely updates of systems in order to have fresh data and present the best information to clients. Knowledge, Skills, And Abilities Foundational knowledge of Port Operations and Port Agency services. 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. Excellent customer service and communication skills, including strong verbal and listening skills. Strong interpersonal skills including excellent verbal and written communication skills. Experience in customer-facing role a must. Must possess advanced proficiency with Microsoft Word, Excel, PowerPoint, SharePoint, and Outlook. Education, Qualifications, Certifications, And Licenses High School diploma or GED equivalent required. Associate degree in General Business, Maritime Transportation or related major in a public or accredited private academic institution preferred. Prior experience in marine agency field desired, but not required. Transitioning military personnel and veterans are encouraged to apply. Eligibility to work in the US. Benefits Generous time off and paid holidays. Employee Assistance Program (EAP). 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! Compensation range is $20-$22/hour, plus overtime. You may also be eligible for bonuses and other benefits. Plus, much more! 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 View email address on click.appcast.io describing the accommodation. #J-18808-Ljbffr