Transport Billing Administrations Officer

Mondiale VGL; Melbourne; On-site; AUD 65,000 - 85,000; Full time

Job summary

Mondiale VGL Pty is seeking a Transport Billing Administrations Officer to join our Melbourne team. This full‑time role supports transport cost posting, invoicing accuracy, and end-to-end billing across multiple states, liaising with operations and finance to ensure revenue protection.

You will process costs in our in-house system, capture all charges, and upload data to CargoWise, acting as the crucial handover between operations and finance.

Qualifications

• 2+ years in Administration with an eye for detail.
• Strong communication skills are essential.
• Ability to manage a daily workload with a steady rhythm.

Responsibilities

• Cost completed transport jobs so they can be accurately invoiced to clients.
• Review job details and match them against the relevant costs before billing.
• Confirm each job is complete and correct, protecting revenue and customer confidence in our invoices.
• Enter and process costs in our automated in-house tracking system.
• Make sure all related billing and ancillary charges are captured, not just the base rate.
• Prevent lost revenue and ensure clients are billed fairly and completely.
• Take processed costs from the in-house tracking system and upload them into our accounting system via EDI (CargoWise).
• Own the handover point between operations and finance, where accuracy matters most.
• Process transport costs every day, covering all states.
• Keep billing current and avoid end-of-month build-ups.
• Report to your immediate supervisor, who guides priorities and reviews your work.
• Investigate and answer costing queries from colleagues and customers.
• Trace details back through the systems and provide clear, accurate answers.
• Resolve queries quickly to maintain strong internal and customer relationships.
• Assist with other administration duties within the Transport Branch as directed.

Skills

Administration experience

Communication skills

Time management

Detail oriented

Tools

CargoWise

Job description

Transport Billing Administrations Officer

• Full-time
• Department: Transport
• Position Title: Transport Fleet Administrator

Mondiale VGL is a globally recognised transport and logistics provider with roots in Oceania and operations in 19 markets.

For over 40 years, we’ve connected people, places and possibilities - moving freight and building careers across New Zealand, Australia, Asia, Europe and the USA.

We offer fully integrated, end-to-end logistics services, including sea and air freight, import and export, wharf transport, customs clearance, and warehousing.

Our scale and reach help businesses operate more efficiently across borders and supply chains – and our team of 1,500+ people brings diverse perspectives and shared ambition.

We’re proud of our heritage and the platform it provides for people and businesses to grow. Be part of a company that gets things moving – and build a career that moves with it.

Job costing and client billing

• Cost completed transport jobs so they can be accurately invoiced to clients
• Review job details and match them against the relevant costs before billing
• Confirm each job is complete and correct, protecting revenue and customer confidence in our invoices

Cost entry and charge capture

• Enter and process costs in our automated in-house tracking system
• Make sure all related billing and ancillary charges are captured, not just the base rate
• Prevent lost revenue and ensure clients are billed fairly and completely

Uploading costs to CargoWise

• Take processed costs from the in-house tracking system and upload them into our accounting system via EDI (CargoWise)
• Own the handover point between operations and finance, where accuracy matters most

Daily processing across all states

• Process transport costs every day, covering all states
• Keep billing current and avoid end-of-month build-ups
• Report to your immediate supervisor, who guides priorities and reviews your work

Query investigation and resolution

• Investigate and answer costing queries from colleagues and customers
• Trace details back through the systems and provide clear, accurate answers
• Resolve queries quickly to maintain strong internal and customer relationships
• Assist with other administration duties within the Transport Branch as directed
• Help the team through busy periods and gain exposure to other parts of the operation
  • 2+ years in Administration with an eye for detail and a love of getting the numbers right
  • Experience with FCL transport processes (wharf cartage to customers) is preferred, but not essential. If you’re keen to learn, we’ll help you get there
  • Strong communication skills. You’ll be working daily with colleagues in our other state offices, so you’ll need to be a confident, friendly collaborator
  • The ability to manage a daily workload with a steady rhythm

We believe our people are our greatest strength — and the diversity of our team is central to how we grow and succeed. We’re committed to building an inclusive culture where everyone feels respected, supported, and able to thrive. With operations spanning the globe, we know we’re better together when our team reflects the diversity of the communities and customers we work with every day.

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