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Logistics Operations Specialist

2 months ago

Nashville, Tennessee, United States Ingram Barge Company Full time
Job Summary

We are seeking a highly motivated and detail-oriented Logistics Support Specialist to join our team at Ingram Barge Company. As a key member of our Logistics department, you will play a critical role in supporting our operations and ensuring the smooth flow of goods and services.

Key Responsibilities
  • Maintain a high level of knowledge and expertise to efficiently handle complex billing, logistics, and system discrepancies while problem-solving with internal and external customers.
  • Communicate directly with internal and external customers regularly to problem-solve using principles of accounting, credit, sales, and logistics to ensure billing discrepancies are accurately and thoroughly investigated before issuing corrections.
  • Update demurrage billing spreadsheets for all customers monthly or quarterly, including running reports, manually calculating totals and balances from reports, communicating with internal and external customers, and working with accounting to ensure demurrage billing is accurate.
  • Prepare month-end demurrage accrual report for accounting, also keeping track of exceptions and forward billings and credits.
  • Manage Grain, Outside Towing, Towline, and Customer Service Support mailboxes in addition to one's own inbox to ensure external and internal questions and requests are answered in a timely manner within an hour or less.
  • Create daily grain Bill of Ladings per customer requests.
  • Update boat logs to ensure accurate barge data by 10:30 each morning. Work with Dispatch and Boat Captains to investigate and problem-solve, and fix logs in UTM or Prometheus whenever possible. Report discrepancies to appropriate area, and make frequent requests to Boat Captains and IT.
  • Manually create boat logs as necessary for boats with limited communications abilities.
  • Enter detailed data into internal systems such as escalations, barge unloads, barge loadings, reconsignments, tramp towing, transloads, and billing and weight information.
  • Utilize information from updated contracts in OnBase to create new job numbers for accurate billings purposes.
  • Keep track of changing charters for Ingram vessels and barges while also updating responsible parties on vessel charters in CFS CounterPoint for billing purposes.
  • Gather critical information from all new contracts and addenda from Contract Specialists and Sales, and enter into the CMS application for Job creation and accurate billing automation.
  • Manage, troubleshoot, and create customer Towline accounts.
  • Report systematic problems to IS department; perform testing for new systems or enhancements and provide user feedback to the department.
  • Provide phone coverage for the Customer Service Support Group, and forward phones appropriately when not on duty.
  • Support department activities with regular and prompt attendance.
Requirements
  • High school diploma/GED required; Bachelor's degree preferred.
  • 1-3 years of experience required.
  • Ability to work rotating weekends and some holidays. Every calendar day of the year must be covered by your team.
  • Ability to self-manage and keep on task without heavy monitoring or being in the office.
  • Sharp triage skills and critical thinking amidst heavy incoming email traffic is a must.
  • Intermediate Microsoft Word and Excel skills.
  • Other skills used daily on this job will include (training provided):
  • iLog Admin, iLog Logistics, Prometheus, OnBase, OTM, TowBoat Orders, Orderbook, CMS, UTM, CounterPoint, Automated Demurrage, GrainPro MS Access DB, Sharepoint, WiFi and Net Mobility Client.
  • Soft skill requirements
    • Proven leadership skills with the ability to work in a team environment.
    • Strong written and verbal communication skills including in-person, phone and email.
    • Critical attention to detail and ability to spot anomalies and raise questions.
    • Investigative and problem-solving skills.
    • Excellent time management and organizational skills.

High levels of dependability and accountability to Ingram, team members and customers.