Operations Billing Executive

About PSA BDP

PSA BDP, part of the PSA Group, is recognized for delivering integrated, port-focused supply chain, transportation, and logistics solutions globally. Headquartered in Philadelphia, PA, the company employs over 5,500 professionals worldwide. The organization values diversity and fosters a close community environment, emphasizing growth opportunities and strong values that permeate throughout its global presence. Serving more than 5,000 clients from leading multinational firms across sectors such as chemicals, retail & consumer goods, life sciences, pharmaceuticals, electric vehicles, and industrial markets.

Key Responsibilities

• Manage the complete invoicing and costing workflow ensuring alignment with customer requirements, internal protocols, and PSA BDP’s standards and compliance policies.
• Ensure invoices are generated and dispatched promptly and accurately.
• Monitor profit margins as per Sales Orders (SO); investigate discrepancies, raise concerns with relevant teams, and escalate losses or gross profit variances to department management, ensuring approvals are recorded.
• Oversee control of Open Blocks in the Meridian system.
• Confirm any variances between quoted and actual costs with Customer Service/Product teams; secure customer acceptance of additional charges.
• Maintain and update all agreed contractual rates in a shared repository.
• Address and resolve any invoice disputes raised by customers.
• Dispatch invoices within one working day post-invoicing.
• Follow up with stakeholders for missing information or disputed invoices.
• Verify supplier invoices against agreed rates; escalate discrepancies to management.
• Coordinate closely with Operations to ensure timely handover of files; escalate any delays.
• Liaise with internal and external parties to facilitate smooth billing processes.
• Handle customer complaints regarding invoice issues professionally.
• Work towards minimizing sales invoice disputes by adhering to verification processes before invoice posting.
• Manage Work In Progress (WIP) and Accounts Journal Control (AJC) balances with weekly efforts to clean and reduce outstanding balances, aiming for a maximum of three months’ balances.
• Collaborate across departments to address any billing-related inquiries.
• Ensure proper archiving of all dispatched invoices, organized by invoice and job.
• Comply with E-invoicing mandates and VAT regulations.
• Participate in initiatives aimed at internal process improvements (“OPEX”).
• Focus on reducing manual tasks through increased utilization of system tools.
• Maintain quarterly VAT documentation with appropriate supporting records for assessments.

Qualifications and Experience

• Minimum of 1 year demonstrated experience in freight forwarding, logistics operations, or billing.
• Preferably experienced within supply chain or logistics sectors.
• Strong proficiency in Microsoft Office and familiarity with transport management systems.