Invoicing & Accounts Payable Admin

Logistics Coordinator

Job located in Surrey, BC. Reports to Operations Manager.

• Job Type: Full Time
• Reports to: Operations Manager
• Location: Surrey, BC
• Relevant
  
  Experience:
  
  2-5 years

• Provide and support all service requirements for assigned clients and exceed expectations
• Negotiate rates with carriers to achieve target margins
• Ensure all carriers are communicated with professionally
• Ensure any potential service issues are addressed promptly with the carrier
• Ensure on-time performance levels are met or exceeded
• Problem solve carrier specific issues from the point of booking through to completion
• Collaborate and offer assistance to other team members in delivering optimal transportation service solutions
• Resolve any service failures and communicate them with the Team Lead
• Ensure all necessary information is communicated to applicable team members
• Ensure customers specialized requirements are communicated clearly to the carrier
• Research pricing for new and existing clients
• Solicit carrier referral business from all existing carriers
• Perform related duties as assigned by Operations Manager
• Organize the movement of freight in the most cost-effective and reliable manner possible
• Deliver the optimal logistical solutions for our customer

• Act as first point of contact with all vendors regarding payment
• Effectively communicate and liaise with vendors and Operations departments to resolve all A/P inquiries and discrepancies
• Respond to vendor inquiries in a timely and professional manner
• Review and monitor A/P aging
• Call or email vendors for their invoice and backup documents (POD / BOL) to speed up the invoicing process
• Manage weekly cheque runs—produce and review cheques, EFTs and other electronic payments and prepare vendor cheques for mailing
• Print and prepare documents for scanning, either manually or paperless
• Review vendor submitted documents including BOL / POD making sure the documents received match the enterprise transportation management system and resolve any discrepancies. Identify relevant reference numbers from the invoice to the enterprise transportation management system, review agreed to rates and vendor information
• Prepare documents for the billing process, making sure AR and AP balance to GL codes making any necessary adjustments with respect to receivables and payables accounts
• Label documents and scan to the enterprise transportation management system and then distribute documents
• Once invoices have been checked, update billing, accrual and audit registers making sure all information is correct and GL distribution is accurate
• Input invoice information, upload documents and process invoicing through external customer portals

• Transportation experience in trucking or logistics
• Any post-secondary education related to the transportation industry
• A high level of mental alertness and urgency is required
• Resourcefulness and tenacity are also valid indicators of effective performance
• The ability to effectively negotiate and present issues in a clear concise manner is required
• Must be able to work effectively with teams in a fast-paced, high-pressure environment
• Effective communication and problem-solving skills are required on a daily basis
• A desire to learn and continuously improve
• Negotiation training is an asset for this position
• Attention to detail is paramount.
• Two to five years’ experience in invoicing and accounts payables.
• Transportation experience in trucking or logistics is a plus.