Billing & Traffic Coordinator

Principal Duties and Responsibilities: 

• Maintains a complete knowledge of and uses Oracle Shipping and Receiving Execution system. Performs necessary functions related to billing and recording orders.
  • Picks and pick confirms orders in the Oracle system as the orders are received.
  • Checks weights and loading instructions for each completed sales order, makes corrections as needed.
  • Keys in all necessary information using the Oracle system for each daily scheduled shipment to include weights, car numbers, carrier information, etc.
  • May be responsible for ordering containers, trucks, etc. for daily shipments.
  • Stores shipment information in transportation record file and prints bills of lading.
  • Creates monthly shipping reports.
  • Compiles interplant shipment information and if applicable, maintains a folder for clay moves not in Oracle for the end of the month reporting.
  • Calculates wet and dry tonnage based on shipping weights and percentage solids received from the lab.
  • Functions as administrative support person.
• Issues loading slips to shipping departments for the completion of customers' sales orders.
  • Receives orders from Customer Service through the Oracle Shipping Execution system.
  • Checks to assure instructions are legible on sales orders.
• Completes load planning to assign routes to carriers.
• Performs a variety of billing and transportation duties.
  • Assures all copies of bills of lading, sales orders, traffic correspondence, and records are filed for their appropriate period of time.
  • Confers with Customer Service, Shipping Department, Logistics Department, and QC Lab concerning all phases of customer orders related to shipping schedules, loading schedules, billing procedures, and order routing.
  • Confirms receipt of bill of lading to local railroad showing routing of rail cars from the plant, if necessary.
  • Send customers' shipping notices as required.
  • Sends CCI's for all Canadian customers.
  • Research late shipments.
  • Runs the open order detail report as needed.
  • Maintains records and communicates with appropriate sites regarding interplant shipments.
  • Assures all processing equipment is in good working order.
  • Communicates inventory levels for bill of lading forms, office, and printing supplies to ensure orders a placed by appropriate team member.
  • Process shipments for samples to customers using best carrier (FedEx, UPS, etc)
  • Properly disposes of customer records at year end and sets-up customer files for the new year.
  • Provides backup in month end closing.
• Comply with all Company policies and procedures to achieve KaMin principles.
• Comply with safety rules, policies, and procedures with the intent to maintain a safe working environment. Report all safety incidents, accidents or injuries to supervisor immediately.
• Participate in regularly scheduled safety meetings to meet team objectives.
• Must understand and comply with Personal Protective Equipment requirements for work area.

Competencies

• High school education or equivalent.
• Must possess basic computer skills to utilize email, MS Office Oracle, Tabware, SharePoint, and to enter process parameters as needed.
• Basic data entry skills.
• Knowledge of general office equipment to include fax machines, copier, calculator, and telephone.

Working Conditions:   

• Primarily works 8 hours M-F with some overtime expected that may include some weekends.
• Ability to work with tight deadlines, demonstrate creative thinking and detail-orientation to adjust to orders frequently changing.
• Works in an office environment operating a personal computer, printers, adding machine, copier/scanner/fax machine, telephone, and other office equipment.
• Requires sitting 85% of the time.
• Must be able to bend, stoop, reach, and carry bulky packages.
• Must be able to ascend and descend stairs.
• Must be able to coordinate multiple tasks.