Transport Back Office Specialist

The Role

The Transport Back Office Specialist provides essential administrative and operational support to the transport team. The role involves processing invoices from carriers and vendors, managing their approval flow, maintaining shipment and financial documentation, and keeping shipment statuses up to date in relevant systems.

Key Responsibilities

Invoice Processing & Payment Follow-Up

• Process invoices from carriers, freight forwarders, customs brokers, and other transport vendors.
• Enter invoices into ZIP accurately, ensuring correct coding, cost allocation, and supporting documentation.
• Track invoice approval status in ZIP and proactively follow up with internal approvers.
• Liaise with finance and accounting teams to ensure approved invoices are paid on time.
• Investigate and resolve discrepancies between invoices and agreed rates or contracts.
• Maintain an up-to-date log of outstanding invoices and payment statuses.

Document Management & Filing

• Collect, organise, and file all transport-related documentation.
• Ensure documents are stored accurately in relevant systems (TMS, Jira, shared drives) and are readily accessible.
• Maintain documentation standards and naming conventions.
• Support the team during audits or compliance reviews.

Shipment Status Updates

• Monitor active shipments and update shipment statuses in tracking systems.
• Flag delays, exceptions, or missing updates to the responsible Transport Specialist or Manager.
• Ensure shipment records are complete and accurate.
• Coordinate with carriers and vendors to obtain status updates or missing documentation.

Administrative Support to the Transport Team

• Provide general administrative support, including preparation of reports, data entry, and correspondence with external partners.
• Assist in maintaining vendor contact lists, rate cards, and contract reference documents.
• Support the onboarding of new carriers or vendors.
• Identify recurring administrative bottlenecks and suggest process improvements.

Requirements

• 2+ years of experience in a logistics, transport, or supply chain back-office or administrative role.
• Hands-on experience processing invoices and managing payment workflows, ideally using ZIP or a similar accounts payable or procurement platform.
• Familiarity with transport management systems (TMS), Jira, or similar tools.
• Strong organisational skills and attention to detail.
• Proactive follow-up skills.
• Good understanding of transport and freight documentation.
• Proficient in Microsoft Excel or Google Sheets.
• Clear written communication skills in English.
• Ability to work independently.

Nice to Have

• Experience supporting international freight operations.
• Background in a technology, data centre, or hardware logistics environment.
• Experience with ERP systems.

Pay Transparency

• Base Compensation Range: $80,000-$90,000 USD

Benefits & Perks

• Competitive compensation
• Career growth and learning opportunities
• Flexibility and ownership
• Collaborative and innovative culture
• Opportunity to work on impactful AI projects
• International environment and talented teams