Freight Payment Coordinator

5 days ago

Atlanta, United States US Tech Solutions, Inc. Full time

Job Title: Freight Payment Coordinator

Location: Framingham, MA 01701 (Remote)

Duration: 6+ months contract


Job Description:

Validates, authorizes and audits payment for domestic and/or international transportation related freight and logistics services invoices. Researches and resolves issues associated with transaction matching and payment of invoices within the Transportation Management System (TMS), Import System and other corporate systems. Works in a high volume, complex, decision support system in processing and authorizing payments of over $1 Billion in domestic and international logistics costs, annually. Workload volume is based on a carrier and provider base of over 125 accounts and over 1 million invoices to process.

Responsibilities:

• Executes timely and accurate payment processing and auditing of freight/logistics domestic and/or international logistics invoices.
• Researches and resolves contract rate discrepancies as well as other internal and external data errors including No Match, Voucher Errors, Duplicate and Erroneous invoicing.
• Communicates (verbally and written/email) with service providers and internal business partners in determining the cause for anomalies and identifies solutions to resolve them.
• Resolves discrepancies/troubleshoots for outsourced invoice processing providers
• Utilizing the routing guide, identifies invoices with vendor routing violations and creates chargebacks. Works with appropriate contact to resolve issues.
• Runs reports/maintains excel files to monitor and take action on department and carrier metrics, KPIs and SLAs.
• Maintains and manages monthly Excel File Agings from all carriers to ensure compliant within contractual payment term obligations
• Conducts quarterly account receivable reconciliations with carriers to resolve outstanding invoice issues.
• Prepares monthly summaries for Supervisor on accruals/risks to by carrier
• Calculates and maintains a log for Hacienda tax
• Complies with all established freight pay processes to ensure accurate application/accounting of logistics expenditures
• Conducts User Acceptance Testing on 210 transactions for new carrier/provider on-boarding and expanded 210 business activities with existing carriers/providers
• Provides information for internal and external Auditors and for SOX compliance audits
• Prepares/maintains rate audit files (Access tool for International Invoices only)
• Identifies and implements process improvement programs
• Participates in special projects and Carrier/Provider meetings as assigned
• Specify the measure and size of this job’s financial responsibility (e.g., $100,000 payroll budget, $8,000,000 sales volume).
• Each Coordinator is responsible for on average 5 - 13 Carriers/Providers based upon number of services performed by carrier/provider and method(s) of invoice delivery (EDI, paper invoices, statement invoices, etc.)
• Invoice processing amount per Coordinator range from $75M to $175M
• Works closely with Logistics Operations teams (Inbound, Outbound, Carrier Management, International Logistics, Trade Compliance and Engineering), Carriers/Providers, Distribution Services, Logistics Finance, Global Sourcing & Procurement (GS&P), IT AMS, Store Operations, and Merchandise and Imports Payables.
• Describe the kinds of decisions made by the incumbent (e.g., hire/fire, technical decisions, markdowns, merchandise pricing/selection). Also, specify what recommendations are referred to the next level of management or others for approval.
• Escalates issues pertaining to Carrier/Provider non-compliance in invoice accuracy and timeliness
• Escalates rate/contract misalignments/errors in rates on file (Carrier/Provider)
• Escalates Account Agings 90+ days
• Escalates out of SLA Approvals notifications impacting Freight Payment performance to KPI (pay on time)
• Escalates EDI issues

Experience:

• Proficient in creating and working in Excel Files (including creating Pivot Tables, VLook-up, conditional formatting and formulas/calculations)
• Understanding of contracts and rate calculations

Skills:

• Excellent organizational and follow-up skills
• High degree of accuracy and attention to detail
• Excellent written and oral communication skills
• Ability to manage multiple accounts and multi-task across accounts
• Strong math skills with the ability to make sound payment decisions.
• Strong problem solving skills

Education:

• Associates degree or Bachelor’s Degree



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