Transport Back Office Specialist

The role

• Transport Back Office Specialist
  Employment Type: Full-Time
  Experience: 2+ Years Required
  About the Role
  The Transport Back Office Specialist provides essential administrative and operational support to the
  transport team. The role is centred around processing invoices from carriers and vendors, managing
  their approval flow in ZIP, maintaining shipment and financial documentation, and keeping shipment
  statuses up to date in relevant systems. The specialist is expected to be organized, detail-oriented, and
  proactive in following up on outstanding items to ensure nothing falls through the cracks.
  Key Responsibilities
  Invoice Processing & Payment Follow-Up
  • Receive and 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 to keep
  the process moving.
  • Liaise with the finance and accounting teams to ensure approved invoices are paid on time.
  • Investigate and resolve discrepancies between invoices and agreed rates or contracts, escalating
  complex cases to the Transport Manager as needed.
  • Maintain an up-to-date log of outstanding invoices and payment statuses, flagging overdue
  items.
  Document Management & Filing
  • Collect, organise, and file all transport-related documentation, including invoices, proof of
  delivery, customs documents, shipping instructions, and carrier correspondence.
  • Ensure documents are stored accurately in the relevant systems (TMS, Jira, shared drives, or
  equivalent) and are readily accessible for audit or operational review.
  • Maintain documentation standards and naming conventions to support compliance and internal
  audit requirements.
  • Support the team during audits or compliance reviews by retrieving and compiling required
  records.
  Shipment Status Updates
  • Monitor active shipments and update shipment statuses in the relevant tracking systems (TMS,
  Jira, or equivalent) based on information received from carriers and the transport team.
  • Flag delays, exceptions, or missing updates to the responsible Transport Specialist or Manager.
  • Ensure shipment records are complete and accurate from booking through to final delivery
  confirmation.
  • Coordinate with carriers and vendors to obtain status updates or missing documentation where
  needed.
  Administrative Support to the Transport Team
  • Provide general administrative support to the transport team, 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 by collecting required documentation and
  setting them up in relevant systems.
  • Identify recurring administrative bottlenecks and suggest process improvements to increase
  efficiency.
  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 used for shipment
  tracking and documentation.
  • Strong organizational skills and attention to detail — able to manage multiple open items
  simultaneously without losing track.
  • Proactive follow-up skills; comfortable chasing approvers, vendors, and carriers to keep
  processes on schedule.
  • Good understanding of transport and freight documentation (invoices, PODs, customs
  paperwork, etc.).
  • Proficient in Microsoft Excel or Google Sheets for tracking, reporting, and data management.
  • Clear written communication skills in English; able to correspond professionally with internal
  teams and external partners.
  • Ability to work independently and manage own workload with minimal supervision.
  Nice to Have
  • Experience supporting international freight operations, including familiarity with customs
  documentation.
  • Background in a technology, data center, or hardware logistics environment.
  • Experience with ERP systems (SAP, Oracle, NetSuite, or similar) in a logistics context