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About the Role
We are seeking a detail-oriented Equipment Control Specialist to support daily operations through invoice processing, equipment tracking, purchase orders, and agent communication. This role requires strong computer skills, comfort working in multiple systems, and the ability to manage high volumes of detailed information.
This is not a supervisory or management role. It is a hands-on administrative position.
Core Responsibilities
Answer phones and manage a shared department email inbox
Receive, print, review, and process invoices and statements
Research invoice line items using internal systems and utilities
Determine correct agents and terminals for billing
Create and manage purchase orders (POs)
Enter accurate data into multiple systems
Prepare 10-day notices and summarize billing details for terminals
Dispute incorrect charges and track all open disputes to resolution
Pay storage, demurrage, and rail-related charges via company credit card
Process credit card transactions and review monthly statements
Communicate daily with agents via email and phone
Maintain organized records and documentation
Cross-train with team members and assist operationally as needed
Required Skills & Experience (Non-Negotiable)
Applicants must have:
Prior experience with invoice processing, billing, or administrative support
Strong computer skills and comfort working in multiple systems at once
Experience using Excel or spreadsheets (data entry, formatting; macros a plus)
High attention to detail and accuracy
Ability to multi-task, prioritize, and switch tasks frequently
Professional email and phone communication skills
Ability to work independently and as part of a team
Comfort with repetitive, detail-heavy work
Preferred (But Not Required)
Equipment, logistics, transportation, or fleet experience
Purchase order (PO) creation and tracking
Dispute resolution or vendor billing experience
Ten-key data entry
Experience with tools such as OpenOffice, remote desktop systems, FileZilla, or similar platforms
