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Business Operations Specialist

Company Description

Expeditors is a global logistics company headquartered in Seattle, Washington. A Fortune 500 company, Expeditors employs over 15,000 trained professionals in a worldwide network of over 250 locations across six continents. Expeditors satisfies the increasingly sophisticated needs of international trade through customized solutions and seamless, integrated information systems.

Cargo Signal, a wholly-owned subsidiary of Expeditors, offers global control and oversight of the location and condition of products moving through the supply chain. Through active, real-time monitoring using advanced cargo sensors, our team of security and logistics professionals keeps an eye on shipments in transit and takes steps to respond based on customer priorities.

Job Description

We are seeking a detail-oriented and organized Billing Specialist to join our team. In this role, you will play a crucial part in ensuring the accuracy and efficiency of our billing processes. Your primary responsibilities will include generating invoices and resolving billing inquiries. The ideal candidate has strong MS Office skills, especially Excel. Also required are excellent oral and written communication skills and a proven history of providing exceptional customer service at all levels. Our work environment is team oriented and fast-paced, therefore a strong candidate must be able to prioritize their work, have a sense of urgency, and proactively communicate and resolve any errors.  You'll have the opportunity to contribute to the success of a dynamic and innovative company. Come join our team and grow with us.

Major Duties and Responsibilities: 

Administration

  • Review and verify rates on invoices match customers’ rates
  • Submit daily invoices per customers’ requirements
  • Maintain an organized rate sheet and storage of customer scopes
  • Create reports for daily invoice reconciliation  
  • Create customer accounts and billing rules in the Cargo Signal system
  • Provide monthly documentation to the tax team
  • Generate monthly sales commission report
  • Send remittance to Corporate Accounting as needed
  • Support Accounting Manager with miscellaneous projects

Customer Service

  • Support customers during the onboarding process by providing documentation required for vendor set up
  • Manage customer purchase orders and capture them on invoices per customer requests
  • Collaborate with the shipping, onboarding, and sales teams to understand billing requirements for new customers
  • Provide timely responses for invoice inquiries
  • Support Business Operations team as needed

Additional Expectations

  • Adhere to Expeditors accounting policies
  • Ability to learn and navigate new systems quickly
  • Demonstrates collaboration and team-building skills – with cross-functional teams of business
  • Utilizes critical thinking skills, assimilates, and recommends solutions rapidly—then delivers and institutes approach or fix
  • Strictly compliant to internal and external regulations
  • Follows all Cargo Signal and customer operating procedures
  • Meets company standards of 52 hours training per year per employee

Reporting Structure

The Business Operations Specialist reports directly to the Business Operations Supervisor, with a dotted line to the Accounting Manager.

Qualifications

  • Analytical with strong attention to detail
  • Excellent oral and written communication skills
  • Extremely strong ownership, time management, communication, and customer service skills
  • Has a demonstrated strong work ethic, and reliability
  • Previous experience with Windows based software, Outlook Email and various PC-based software programs including Data Entry skills
  • Outstanding MS Office, strong Excel skills
  • Power Query/Automate knowledge a plus

Additional Information

Expected hourly pay: $25.00.

Candidate may elect to work at one of the following Cargo Signal office locations:

  • Federal Way, WA (33940 Weyerhaeuser Way S, Federal Way, WA 98001)
  • Seattle, WA (1200 3rd Ave, Seattle, WA 98101)
  • Bellevue, WA (3545 Factoria Blvd SE, Bellevue, WA 98006)

Cargo Signal offers excellent benefits

  • Paid Vacation, Holiday, Sick Time 
  • Health Plan: Medical, Prescription Drug, Dental and Vision
  • Life and Long Term Disability Insurance 
  • 401(k) Retirement Savings Plan (US only)
  • Employee Stock Purchase Plan 
  • Training and Personnel Development Program

All your information will be kept confidential according to EEO guidelines.

Average salary estimate

$52000 / YEARLY (est.)
min
max
$52000K
$52000K

If an employer mentions a salary or salary range on their job, we display it as an "Employer Estimate". If a job has no salary data, Rise displays an estimate if available.

What You Should Know About Business Operations Specialist, Expeditors

Join the team at Expeditors as a Business Operations Specialist and be a part of a dynamic and innovative global logistics company! Located in Bellevue, WA, our mission goes beyond just logistics—it's about creating customized solutions that meet the ever-evolving needs of international trade. In this role, you’ll take the lead in ensuring our billing processes are spot on, from generating invoices to resolving any billing inquiries that might arise. Your expertise in MS Office, especially Excel, will be key to maintaining organized and accurate records. With excellent communication skills, you’ll work hand-in-hand with customers, ensuring a smooth onboarding process and addressing any concerns they might have. Plus, you'll be the go-to person for managing customer purchase orders and collaborating closely with shipping and sales teams to meet customer billing requirements. If you thrive in a team-oriented, fast-paced environment and have a knack for critical thinking and problem-solving, we want you to help us continue our impressive growth at Expeditors. Come grow with us!

Frequently Asked Questions (FAQs) for Business Operations Specialist Role at Expeditors
What are the main responsibilities of a Business Operations Specialist at Expeditors?

The primary responsibilities of a Business Operations Specialist at Expeditors include generating invoices, resolving billing inquiries, and maintaining organized rate sheets. You will also create reports for daily invoice reconciliation, support the onboarding process for customers, and collaborate with various teams to ensure smooth billing practices.

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What qualifications do I need to become a Business Operations Specialist at Expeditors?

To qualify for the Business Operations Specialist position at Expeditors, candidates should have strong analytical skills, excellent oral and written communication abilities, and proficiency in MS Office, particularly Excel. A previous background in customer service and experience with data entry and Windows-based software is also beneficial.

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What is the work environment like for a Business Operations Specialist at Expeditors?

The work environment for a Business Operations Specialist at Expeditors is team-oriented and fast-paced. Collaboration with cross-functional teams is encouraged, requiring strong time management and communication skills to meet dynamic challenges efficiently.

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What benefits does Expeditors offer to Business Operations Specialists?

Expeditors offers an excellent benefits package for Business Operations Specialists, including paid vacation, health plans (medical, dental, vision), life insurance, a 401(k) retirement savings plan, and access to employee training and development programs.

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How does the Business Operations Specialist role contribute to the success of Expeditors?

As a Business Operations Specialist at Expeditors, your role is critical in ensuring accurate billing processes and effective communication with customers. This, in turn, fosters customer satisfaction and loyalty, driving the overall success of the company in a competitive logistics market.

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Common Interview Questions for Business Operations Specialist
Can you describe your experience with data entry and billing processes?

In answering this question, focus on specific examples from your past roles where you've handled data entry tasks related to billing. Highlight any software systems you've used, the volume of data you've managed, and how you ensured accuracy throughout the process.

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How do you handle billing discrepancies when they arise?

When addressing this question, emphasize your problem-solving skills. Discuss your approach to identifying the issue, gathering relevant information, communicating with customers or internal teams, and implementing solutions that maintain customer satisfaction.

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What strategies do you use to prioritize and manage multiple tasks effectively?

Share specific techniques that work for you, such as using digital tools for task management, breaking projects into smaller tasks, or setting deadlines to ensure that all responsibilities are completed efficiently without sacrificing quality.

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Can you share an experience where you had to collaborate with multiple teams or departments?

Provide an example that highlights your teamwork skills. Describe the project's goal, the teams involved, your specific role in facilitating collaboration, and how the outcome benefited the company or resolved an issue.

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What do you believe is the most important skill for a Business Operations Specialist?

Focus on analytical thinking and attention to detail as vital skills for a Business Operations Specialist. Discuss how these skills help you produce accurate work, identify potential errors, and contribute to effective decision-making within the operations team.

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How do you ensure compliance with internal and external regulations in your work?

Illustrate your knowledge of compliance procedures. Discuss techniques you've used to stay informed about relevant regulations, and explain how you integrate compliance into your daily tasks to mitigate risks for the company.

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What systems or software have you used in previous billing roles?

List any specific invoicing, accounting, or customer relationship management software you have experience with. Describe how you utilized these systems to improve efficiency in billing or tracking customer interactions.

Join Rise to see the full answer
How do you handle high-stress situations when faced with tight deadlines?

Discuss your coping strategies, such as remaining organized, prioritizing tasks, or communicating effectively with your supervisor or team. Share how a calm approach can lead to successful outcomes even in time-sensitive scenarios.

Join Rise to see the full answer
What steps do you take to maintain positive customer relationships?

Talk about the importance of communication and follow-up in customer relations. Share how providing timely updates, addressing concerns promptly, and ensuring their needs are met fosters trust and loyalty in your clientele.

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Why do you want to work for Expeditors as a Business Operations Specialist?

Highlight your alignment with Expeditors' values, such as teamwork and innovative solutions. Discuss your enthusiasm for contributing to a leading logistics company and your desire for professional growth within a supportive environment.

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To set the standard for excellence in global logistics through total commitment to quality in people and customer service, with superior financial results.

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Full-time, on-site
DATE POSTED
December 17, 2024

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