Job Description

General Role Description
Process, expedite, and ship equipment, software, and documentation to integrators, vendors, and customers worldwide, ensuring that contract and trade compliance requirements are met.
Role Accountabilities
* Evaluate commercial Terms and Conditions (T&C's) of customer contracts and Purchase Orders (PO’s); resolve, refer, or escalate discrepancies and omissions to appropriate personnel as necessary
* Compare ERP data to contracts and PO commercial T&C's, identify errors and omissions, and notify appropriate personnel
* Generate draft Letters of Credit (LOC's), submit to Senior Project Coordinator for approval
* Execute the LOC, as approved by the Senior Project Coordinator
* Create, manage, issue and reconcile invoice milestones including deferrals, multi-currency and taxes across multiple projects
* Record revenue in ERP, verifying contract requirement fulfillment with project leader and/or engineering managers when necessary
* Ensure client issues related to commercial documents, invoices, receivables, PO, and schedules are resolved and communicated to clients, escalating to immediate manager as necessary
* Identify, resolve and communicate resolutions to customer delivery issues, escalating unresolved issues to immediate manager
* Advise Sales Managers, Project Managers, and customers on proper information required to generate LOC's that are executable and complete, as assigned
* Advise company personnel on appropriate methods to set up and execute orders and change orders, efficiently and cost effectively
* Create and monitor billing related milestones over the course of the project lifecycle, updating the ERP accordingly
* Arrange the most cost effective means of domestic and international shipping and storage, based on the project requirements, negotiating where appropriate for optimal cost, quality, and schedule
* Monitor project schedules, identify high risk shipments, and recommend and implement solutions
* Analyze freight forwarder’s packing schedule, assist in level loading their factory and forecasting upcoming packing/shipping work load, as necessary
* Review assigned business reports, identify potential problem items, validate with appropriate personnel, and make necessary corrections
* Run export determination process, and research and resolve identified errors
* Generate commercial invoices, packing lists and other required documentation and supply to freight forwarders
* Create import/export documentation for international shipments in compliance with all applicable laws and trade regulations
* Advise internal personnel on international trade requirements to ensure commercial documentation is compliant
* Coordinate efforts of a cross-functional team of customer, supplier, packer, freight forwarder, carrier, and customs broker, to ensure timely delivery of product
* Determine total freight cost exposure of projects and provide to sales personnel when necessary
Review and approve freight forwarder invoices
General Employee Accountabilities
- Bring full effort to bear on tasks assigned by manager
- Give manager best advice
- Give earliest notice when work cannot be delivered as specified
- Cooperate and collaborate with peers and interact cross-organizationally as specified by manager
- Exemplify Company Core Values: Integrity, Client Focus, Team Orientation, and Personal Commitment
- Comply with all Company policies, practices, and procedures and all regulations and laws
- Recommend viable improvements proactively
- Ensure effective utilization of business tools and processes
Minimum Qualifications
* Bachelor’s degree in related field or equivalent education and/or work experience
* 1 year of experience in project coordination or internal/external customer service
* Demonstrated knowledge of contract terminology
* Proficiency in Microsoft Excel, Word, PowerPoint
* Excellent keyboarding skills
* Demonstrated successful and positive personal leadership, interpersonal, organizational, administrative, and communication skills
* Demonstrated successful working relationships with customers, suppliers, and other internal and external contacts
Availability to travel domestically less than 5%
Preferred Qualifications
* Demonstrated experience reviewing and evaluating contract T&C’s, including billing terms, penalties, contract value, milestone payments, LOC, and International Commercial Terms (INCO)
* Demonstrated experience requiring application of international shipping policies
* Proficiency in Tradesphere or other international shipping document software
Proficiency in Oracle Projects and Order Management

Application Instructions

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