Billing & Vendor Management Admin, Linehaul (1-year Contract) - SPX Express

SPX Express; Kuala Lumpur; On-site; MYR 33,000 - 60,000; Full time

Job summary

SPX Express in Kuala Lumpur is seeking a detail-oriented Billing Validation & Payment Administrator to support outsourced linehaul vendors.

You will validate trips, manage documentation, maintain the master billing tracker, negotiate rates, onboard new vendors, and act as the main liaison for operational and billing matters. Fresh graduates welcome; 45-hour weeks, Monday–Friday, 9:30am–6:30pm, Midvalley, Kuala Lumpur.

Qualifications

• Diploma or Bachelor's Degree in Logistics, Supply Chain Management, Business Administration, or related disciplines.
• 0-2 years of working experience in linehaul operations, transportation, logistics, or related industry; fresh graduates welcome.
• Strong analytical skills with high attention to detail, especially in billing validation and data management.
• Good negotiation and stakeholder management skills; excellent communication and interpersonal abilities.
• Proficient in Microsoft Excel/Google Sheets and comfortable working with large datasets.

Responsibilities

• Perform monthly validation of outsourced linehaul vendors' completed trips, billing rates, penalties, and special payment cases.
• Ensure all billing claims are accurate, supported by relevant documentation, free from duplicate claims, and comply with company policies.
• Consolidate validated billing records into the master billing tracker and support timely payment processing.
• Build and maintain professional working relationships with outsourced linehaul vendors.
• Serve as the primary liaison between SPX and outsourced vendors for all operational, billing, and administrative matters.
• Handle vendors' enquiries, concerns, and communication in a professional and timely manner.
• Maintain accurate and up-to-date records for all linehaul vendor-related information.
• Negotiate transportation rates with outsourced vendors for newly introduced routes; document terms.
• Manage end-to-end onboarding for new outsourced vendors, including documentation and communications.
• Coordinate investigations and recovery support for incidents; work with security and operations teams.

Skills

Analytical skills

Negotiation

Stakeholder mgmt

Communication

Excel/Sheets

Attention to detail

Education

Diploma/Bachelor's in Logistics

Tools

Microsoft Excel

Job description

• Perform monthly validation of outsourced linehaul vendors' completed trips, billing rates, penalties, and special payment cases.
• Ensure all billing claims are accurate, supported by relevant documentation, free from duplicate claims, and comply with company policies.
• Consolidate validated billing records into the master billing tracker and support timely payment processing.
• Build and maintain professional working relationships with outsourced linehaul vendors.
• Serve as the primary liaison between SPX and outsourced vendors for all operational, billing, and administrative matters.
• Handle vendors' enquiries, concerns, and communication in a professional and timely manner.

Job Description

Billing Validation & Payment Administration

• Perform monthly validation of outsourced linehaul vendors' completed trips, billing rates, penalties, and special payment cases.
• Ensure all billing claims are accurate, supported by relevant documentation, free from duplicate claims, and comply with company policies.
• Consolidate validated billing records into the master billing tracker and support timely payment processing.

Vendor Relationship Management

• Build and maintain professional working relationships with outsourced linehaul vendors.
• Serve as the primary liaison between SPX and outsourced vendors for all operational, billing, and administrative matters.
• Handle vendors' enquiries, concerns, and communication in a professional and timely manner.

Data & Information Management

• Maintain accurate and up-to-date records for all linehaul vendor-related information, including but not limited to: i) Vendor rate cards and finance portal submissions. ii) Truck and fleet information. iii) SPX station and hub information. iv) Vendor master data and documentation. v) Monthly validated trip records. vi) Payment status and payment schedules.

Rate Negotiation & Route Setup

• Negotiate transportation rates with outsourced vendors for newly introduced routes.
• Ensure agreed commercial terms are properly documented and communicated to relevant stakeholders.

Vendor Onboarding & Administration

• Manage the end-to-end onboarding process for new outsourced vendors, including:
  • Collecting and reviewing company background and supporting documents.
  • Conducting commercial discussions and rate negotiations.
  • Coordinating communication channels between vendors and the billing team.
  • Following up outstanding documentation with vendors, Procurement, Finance, and other internal stakeholders until onboarding is completed.

Incident Investigation & Recovery Support

• Participate in investigations involving linehaul accidents, cargo loss, or operational incidents together with Security, Recovery, Maintenance, and Operations teams.
• Coordinate with vendors to obtain supporting evidence and documentation.
• Support recovery efforts to maximize compensation where applicable.

Vendor Compliance & Project Implementation

• Drive vendor compliance with operational requirements, company policies, and newly introduced initiatives.
• Monitor and follow up on daily compliance activities, including photo submission requirements and future operational SOPs or projects.
• Communicate implementation timelines, requirements, and corrective actions to vendors.

Vendor Performance Monitoring

• Monitor and analyse vendors' monthly operational performance, including: i) Parcel loss performance. ii) On-Time Arrival (OTA). iii) On-Time Transportation (OTT). iv) Missing In Action (MIA) cases.

V) Other Operational KPIs Introduced By The Company.

• vi) Identify underperforming vendors and coordinate improvement plans with relevant stakeholders.
• vii) Prepare periodic performance reports and recommend corrective or preventive actions where necessary.

Requirements

• Diploma or Bachelor's Degree in Logistics, Supply Chain Management, Business Administration, or related disciplines.
• 0-2 years of working experience in linehaul operations, transportation, logistics, or a related industry. Fresh graduates are encouraged to apply.
• Strong analytical skills with high attention to detail, especially in billing validation and data management.
• Good negotiation and stakeholder management skills.
• Excellent communication and interpersonal abilities.
• Proficient in Microsoft Excel/Google Sheets and comfortable working with large datasets.
• Quick learning, adaptive and flexible
• Able to manage multiple priorities and work independently in a fast-paced environment.
• Experience in logistics, transportation, vendor management, or billing administration is an added advantage.
• Working pattern: 45 working hours weekly. Monday-Friday, 9.30am - 6.30pm
• Working location: Midvalley, Kuala Lumpur