Transport Back Office Specialist

This is a fully remote position, open to applicants in United States.

📋 Description

• Process invoices from carriers, freight forwarders, customs brokers, and other transportation vendors.

• Input invoices into ZIP with precise coding, cost allocation, and supporting documentation.

• Monitor invoice approvals in ZIP and follow up with internal approvers.

• Collaborate with finance and accounting teams to ensure prompt payment.

• Investigate discrepancies in invoices and escalate complex issues to the Transport Manager.

• Maintain records of outstanding invoices and their payment statuses.

• Collect, organize, and file transportation documentation.

• Store documents in TMS, Jira, shared drives, or equivalent systems.

• Assist with audits and compliance reviews by retrieving necessary records.

• Oversee active shipments and update statuses in tracking systems.

• Identify delays, exceptions, or missing updates.

• Coordinate with carriers and vendors to gather status updates and missing documentation.

• Generate reports, carry out data entry, and communicate with external partners.

• Maintain vendor contact lists, rate cards, and contract reference documents.

• Aid in the onboarding of new carriers or vendors.

• Recognize administrative bottlenecks and propose process enhancements.

⛳️ Requirements

• Minimum of 2 years of experience in a logistics, transport, or supply chain back-office or administrative position.

• Practical experience in processing invoices and managing payment workflows, preferably using ZIP or a similar accounts payable or procurement platform.

• Familiarity with transport management systems (TMS), Jira, or comparable tools for shipment tracking and documentation.

• Excellent organizational skills and meticulous attention to detail.

• Proactive follow-up abilities; comfortable pursuing approvers, vendors, and carriers.

• Solid understanding of transport and freight documentation, including invoices, PODs, and customs paperwork.

• Proficient in Microsoft Excel or Google Sheets.

• Strong written communication skills in English.

• Capability to work independently and manage one's own workload with minimal oversight.

• Experience in supporting international freight operations, familiarity with customs documentation, a background in technology, data center, or hardware logistics, and ERP experience are advantageous.

• Must be authorized to work in the country of application and provide proof of employment eligibility.

🏝️ Benefits

• Competitive compensation.

• Opportunities for career growth and learning.

• Flexibility and ownership in your role.

• A collaborative and innovative culture.

• Opportunity to engage in impactful AI projects.

• An international environment with talented teams.