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.