Billing & Logistics Coordinator

Position Summary 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 Responsibilities Customer 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. Logistics and Transportation Coordination 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. Shipping Documentation and Order Verification 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. Inventory and Warehouse Coordination 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 appropria…

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