USA - Operations Support Specialist

You Belong Here…Wherever in the World you find yourself.

We celebrate our wins as one team of many great people!

With a vision for a connected world, Inchcape relies upon the expertise, diversity, and global network of our over 3,000 professionals, spread across 60 plus countries and in over 250+ offices to help our partners connect to a smoother, smarter ocean.

We empower our people, and our values are at the center of everything we do, and the successful candidate will be expected to demonstrate and fully adopt these:

Global Perspective – we connect the world and see the bigger picture.

The Power of People – we rely on the strength of local agent knowledge and relationships.

Progress – we adopt new thinking and push for positive change in our industry.

We know what matters. We never stand still. We always reach for more.

#WeAreInchcape

Business Need / Purpose of Role:

The Operations Support Specialist (OSS) will provide support for operational matters under the direction of the Operations Manager and Americas Accounting Manager, assisting with data management, invoice collection/processing, general accounting matters, communicating with respective vendors/service providers and smooth coordination with internal departments in an accurate, professional, and timely manner. 

The OSS plays a critical role in delivering safe, efficient, and customer-focused operations in compliance with maritime regulations and company standards. Will exercise discretion and independent judgment with respect to operational matters of significance to the business and our customers.

Objectives & Measurement – Key Responsibilities:

Statutory matters – responsible for: 

Portside Marine

• Create and post Portside Marine invoices.
• Instructed to identify when a PSM invoice is needed, so OSS can help identify and produce an invoice when needed for additional organic revenue.
• Work closely with terminal to prepare Bill’s of Lading for export cargo.
• Issue Original Bill’s of Lading once approval obtained.
• Complete Customs Documentation.
• Responsible for the collection and uploading of invoices. Assist with other data management reports. 
• Follow-up with vendors/terminals for sending timely invoices. Some invoices must be downloaded from the Vendor’s website. 
• Identify when a Portside Marine invoice is needed; create and post

Checks/Receipts

• Assisting operations of timely uploading of checks/receipts to OneDA and SharePoint

Following up with vendors for invoices 

• Follow up with terminals/vendors for sending timely invoices OSS to be aware of our contractual rates with vendors and assist in identifying invoices with incorrect rates.

Assist Operations with Optic OneDA queries updates

• Monitors Optic daily and ensure that all queries/appointments and other functions are completed timely and within KPI’s.
• Assist Operations with Optic, OneDA & customer system updating.

Liaison with the North America DA Team 

• Direct contact for the North America DA team
• Answering DA Desk or CLS queries
• Assist and answer as needed to clear queries so DA can be settled quicker
• Act as the liaison between the agents and DA teams. Updating PDA calculator
  

Adding value by: 

• Build local knowledge and relationship with our vendors, know the ins and outs of this business, and requirements for our customer & vendor requirements
• Local area knowledge 
• Liaison between the agents and DA teams
• Assist with projects or reporting when needed
• Assist with high-priority items as needed
• Ensure all shipping documentation is issued on time and accurately
• Always perform accurate and timely updates of systems in order to have fresh data and present the best information to clients
  

Knowledge, Skills, and Abilities

• Foundational knowledge of Port Operations and Port Agency services.
• Ability to work independently with limited supervision, multitask and possess strong initiative, exercise independent judgment within established systems and procedures.
• Ability to prioritize work and handle multiple competing priorities
• Ability to balance multiple tasks, changing priorities & operate within a deadline-oriented environment
• Ability to think logically, establish and follow procedures, instructions and make sound decisions
• Possess organizational and time management skills with ability to prioritize, be detail oriented and results driven.
• Attention to detail with a high level of accuracy.
• Excellent customer service and communication skills, including strong verbal and listening skills.
• Strong interpersonal skills including excellent verbal and written communication skills

• Excellent customer service and communication skills, including strong verbal and listening skills
• Experience in customer-facing role a must

• Must possess advanced proficiency with Microsoft Word, Excel, PowerPoint, SharePoint, and Outlook.

Education, Qualifications, Certifications, and Licenses

Education/Experience:

• High School diploma or GED equivalent required.
• Associate degree in General Business, Maritime Transportation or related major in a public or accredited private academic institution preferred.
• Prior experience in marine agency field desired, but not required.
• Transitioning military personnel and veterans are encouraged to apply.
• Eligibility to work in the US.

Why Inchcape Shipping Services?

We believe in building a diverse and high performing workforce, that works together to provide our partners with the exceptional service they deserve. To reach the highest standards we depend on our people, their welfare, training, and expertise. We realize the value of the diversity of our people and know that their unique experiences, skills, and passions – strengthens the organization, stimulates creativity, and promotes the exchange of ideas – helping you to build a rich and rewarding career.

What you’ll get:

We understand that different families have different needs, which is why we’re always evolving our benefits to accommodate our employees.

Along with health and financial benefits, our employees enjoy a variety of other perks, tuition assistance, employee resource groups, and collaborative workspaces — some offices even welcome dogs.  

In addition to our traditional benefits and perks, we sponsor various events throughout the year. And we provide a culture based on learning, the support of an engaged team, and an inclusive environment where all employees are valued.  

We also encourage a better work-life balance with our flexibility. While we know in-office collaboration is critical to our vision, we recognize that not all work needs to be done within an office environment, full-time. With consistent communication and digital collaboration tools, Inchcape has enabled our employees to find a balance that feels fulfilling and productive for each individual situation. 

• Generous time off and paid holidays
• Employee Assistance Program (EAP)
• Performance and Recognition – You are rewarded for achieving success by merit increases and reaching milestones.
• Career growth and opportunities for promotions. We develop and hire from within!
• Compensation range is $20-$22/hour, plus overtime. You may also be eligible for bonuses and other benefits.
• Plus, much more!

We have you covered for anything life could throw your way.

Deciding where you want to work is an important decision. Choosing a company that support your professional and personal goals is essential. Inchcape provides the resources, culture, and leadership you need to be successful, to build something you’re proud of, and take advantage of all the future holds.

Follow us on LinkedIn, Facebook, Instagram, and X to meet our employees and see what makes us who we are.

Who you are is who we are.

Inchcape is committed to the full inclusion of all qualified individuals. All qualified applicants will receive consideration for employment without regard to race, color, religion or belief, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Inchcape encourages applicants of all ages.  As part of this commitment, Inchcape will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed, please email [email protected] describing the accommodation.

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