Billing Specialist

DescriptionKey Responsibilities & FunctionsVendor Invoice Review & ValidationAudit carrier, terminal, trucker, rail, warehouse, and service provider invoices for: Rate accuracy vs. contracts, tariffs, or spot quotes Correct container, B/L, shipment, or job reference Proper application of accessorials (detention, demurrage, chassis, reefer, hazmat, etc.) Detect billing errors, duplicates, or incorrect charge codes. Dispute incorrect charges with vendors when required. Identification of Billable Pass-Through ChargesAnalyze vendor invoices to identify charges not yet billed to the customer, including: Detention & demurrage Per diem / equipment usage Chassis rental Port congestion fees Pre-pulls, redelivery, storage, waiting time Fuel surcharges & tolls Ensure charges align with customer contracts, Incoterms, or agreed service scope. Internal Approval & Charge AuthorizationPrepare charge justification and documentation for internal approval: Vendor invoice Proof of dates/events (container gate-in/out, vessel discharge, delivery attempts) Contractual entitlement to bill the customer Route charges through operations, account management, or management approval workflows as required. Ensure approvals are logged and auditable. Customer Billing ExecutionCreate and post accurate customer invoices in the TMS (CargoWise): Apply correct charge codes and revenue accounts Link charges to shipments, jobs, or B/Ls Ensure taxes, currencies, and exchange rates are correct Issue supplemental or rebill invoices for post-shipment charges. Cost vs. Revenue ReconciliationMatch vendor costs to customer revenue to: Prevent margin leakage Ensure full cost recovery Flag unbillable or disputed expenses early Support gross profit reporting at the shipment and account level. Dispute & Exception ManagementHandle customer billing disputes related to: Detention/demurrage responsibility Service scope misunderstandings Timing or documentation gaps Coordinate with operations to obtain supporting evidence. Adjust invoices or issue credit/debit memos when justified. Compliance, Controls & Audit SupportEnsure billing complies with: Customer contracts & SLAs Carrier tariffs Internal processes / audit controls Maintain clean audit trails for: Vendor invoices Approval records Customer billing adjustments Cross-Functional CoordinationWork closely with: Operations (event validation, shipment milestones) Procurement (rate discrepancies, vendor issues) Account Management (customer communication & expectations) AR/AP (posting accuracy and cash flow timing) Assist on other related tasks as required by management. RequirementsProfessional Skill Set Strong understanding of: Ocean, drayage, rail, and warehouse charge structures Detention/demurrage rules by carrier and terminal Incoterms and contractual liability Detail-oriented with a "no leakage" mindset Comfortable challenging vendors and justifying charges to customers Fluent in TMS billing modules and reporting tools Proficient in Microsoft Excel, Word & Outlook applications.