Billing & Logistics Coordinator - Hybrid position in Woodland, Washington at RAINIER PURE BEEF COMPANY
Job Description
The Billing & Logistics Coordinator is responsible for coordinating outbound product shipments, maintaining accurate shipping documentation, and ensuring timely and accurate customer invoicing. This position serves as a key point of communication between Shipping, Warehouse, Inventory Control, Sales, Accounting, customers, and transportation providers.
The position supports efficient order fulfillment by scheduling transportation, verifying shipment details, processing customer invoices, and resolving discrepancies related to product quantities, weights, freight charges, and shipment documentation.
The successful candidate will demonstrate strong organizational skills, attention to detail, problem-solving abilities, and the ability to manage multiple priorities in a fast-paced food manufacturing environment.
Essential Duties and ResponsibilitiesCustomer Billing and Invoicing- Prepare, verify, and process customer invoices based on completed shipments.
- Review customer orders, pricing, product descriptions, quantities, weights, and freight charges to ensure accurate billing.
- Reconcile shipment documentation with customer orders and ERP records.
- Investigate and resolve billing discrepancies in coordination with Sales, Shipping, Inventory Control, and Accounting.
- Process approved billing adjustments, credit memos, and corrections.
- Ensure invoices are completed and distributed within established deadlines.
- Maintain accurate billing records and supporting documentation.
- Coordinate outbound transportation and schedule carrier pickups and delivery appointments.
- Communicate with carriers, freight brokers, customers, and internal departments regarding shipment schedules and requirements.
- Monitor scheduled shipments and communicate delays, changes, or transportation issues.
- Assist with coordinating transportation arrangements to meet customer delivery requirements.
- Verify freight arrangements, shipping instructions, and transportation charges.
- Assist in resolving freight discrepancies, missed pickups, and delivery-related concerns.
- Support freight claims and transportation documentation as needed.
- Prepare and review bills of lading, packing lists, shipping manifests, and other required shipment documents.
- Verify shipped product quantities, weights, and descriptions against customer orders and warehouse records.
- Ensure required shipping documentation is complete, accurate, and available before product release or shipment.
- Coordinate with Shipping and Warehouse personnel to resolve discrepancies.
- Maintain electronic records of shipping transactions and supporting documents.
- Assist with customer-specific shipping requirements and documentation.
- Verify that shipment quantities and weights are accurately reflected in the ERP system.
- Coordinate with Inventory Control and Warehouse personnel to confirm product availability for scheduled shipments.
- Identify and communicate inventory discrepancies affecting customer orders.
- Support the accurate recording of finished goods shipments and inventory movements.
- Assist with researching discrepancies between shipped quantities, inventory records, and invoiced amounts.
- Communicate product shortages or shipment changes to appropriate departments.
This position supports inventory accuracy through shipment verification and transaction coordination but is not primarily responsible for warehouse inventory management or inventory control programs.
Customer Service and Communication- Respond to customer inquiries regarding invoices, shipment status, and supporting documentation.
- Provide copies of invoices, bills of lading, and shipment records as requested.
- Communicate shipment delays, documentation issues, and order discrepancies.
- Maintain professional relationships with customers, transportation providers, and internal departments.
- Escalate unresolved issues to appropriate management personnel.
- Maintain accurate and organized records of invoices, shipping documentation, and transportation transactions.
- Assist with daily and month-end billing reconciliation activities.
- Prepare routine reports related to billing accuracy, shipment activity, and outstanding transactions.
- Identify opportunities to improve billing, documentation, and logistics processes.
- Follow established company procedures, internal controls, and applicable food safety requirements.
- Perform other related duties as assigned.
- High school diploma or GED.
- Minimum of 2–3 years of experience in billing, logistics, shipping coordination, customer service, or related administrative operations.
- Experience using ERP, inventory, billing, or transportation management systems.
- Proficiency with Microsoft Office, particularly Excel and Outlook.
- Strong numerical accuracy and attention to detail.
- Excellent organizational and time management skills.
- Ability to manage multiple deadlines and changing priorities.
- Effective written and verbal communication skills.
- Ability to work independently and collaboratively across departments.
- Associate degree in Business, Supply Chain, Accounting, Logistics, or related field.
- Experience in food manufacturing, meat processing, or distribution.
- Familiarity with transportation scheduling, freight documentation, and bills of lading.
- Experience with customer invoicing involving variable product weights and quantities.
- Knowledge of refrigerated transportation and customer delivery requirements.
- Experience resolving ERP transaction or inventory discrepancies.
Accuracy and Attention to Detail: Ensures customer invoices, shipment records, and transportation documentation are complete and accurate.
Planning and Organization: Effectively coordinates multiple shipments, billing deadlines, and administrative responsibilities.
Problem Solving: Identifies discrepancies, investigates root causes, and works collaboratively to resolve operational issues.
Communication: Communicates clearly and professionally with internal departments, customers, and transportation providers.
Accountability: Takes ownership of assigned responsibilities and follows through on outstanding issues.
Technical Proficiency: Effectively utilizes ERP systems, spreadsheets, and business applications to maintain accurate information.
Adaptability: Responds effectively to changing production schedules, customer requirements, and transportation needs.
Physical Requirements and Working Conditions- Primarily works in an office environment within a beef processing facility.
- Hybrid position with at least 2 days in office and up to 3 days remote/work from home.
- Requires extended periods of computer work and data entry.
- May occasionally enter shipping, warehouse, or refrigerated storage areas.
- Must follow applicable company safety, food safety, and PPE requirements.
- May occasionally lift or move office materials weighing up to 20 pounds.
- May require schedule flexibility to accommodate shipment deadlines and operational needs.
Performance may be evaluated based on:
- Invoice accuracy and timely processing.
- Shipping documentation completeness and accuracy.
- Timely carrier scheduling and shipment coordination.
- Billing and shipment discrepancy resolution.
- Accuracy of ERP shipping and billing transactions.
- Responsiveness to customers and internal departments.
- Compliance with company procedures and documentation requirements.
- Contributions to process improvement and operational efficiency.
Rainier Pure Beef Company participates in E-Verify to confirm employment eligibility. Additional duties may be assigned based on business needs.
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