Logistics Billing & Documentation Specialist

Private Advertiser; Philippines; On-site; PHP 180,000 - 300,000; Full time

Job summary

Private Advertiser is seeking an Invoice Specialist in the Philippines to verify scanned documents against invoices and shipment records. The role requires meticulous attention to detail and strong analytical skills to prevent billing discrepancies and ensure accurate processing by the A/P team.

The successful candidate will revise documents for correct rates, organize communications, and coordinate across multiple TMS platforms and portals, providing timely responses to internal and external

Qualifications

• Strong diligence and high attention to detail to avoid missing critical billing and shipment information.
• Good to excellent communication skills for team collaboration and carrier/client exchanges.
• Basic computer literacy with comfort using email, spreadsheets, and logistics management software.
• Analytical and critical thinking skills with a proven ability to spot discrepancies and solve problems.
• Ability to multitask, prioritize tasks, and meet tight deadlines in a fast-paced, process-driven environment.

Responsibilities

• Check if the information entered in internal systems is accurate and perfectly matches the scanned invoice and delivery documents.
• Revise documents to confirm they are correct and ensure clients/carriers are charged the right rates for shipments.
• Escalate discrepancies to managers whenever document information does not match to ensure proper verification and correct processing.
• Perform invoice auditing in close collaboration with the Accounts Payable (A/P) processing team.
• Organize, categorize, and maintain emails received in the team's shared inbox (e.g., Front, Outlook, Gmail).
• Cross-reference shipment and freight details across Transportation Management Systems (TMS) such as Tai Cloud, MercuryGate, 3PL Systems, and Logistically.
• Respond promptly to internal and external inquiries regarding invoice status and document clarification via MS Teams, RingCentral, or email.
• Perform other related tasks and administrative functions assigned by the immediate supervisor or LTL Director of Strategy.

Skills

Attention to Detail

Communication

Analytical Thinking

Multitasking

Time Management

Problem Solving

Tools

Tai Cloud

MercuryGate

Logistically

3PL Systems

Carrier Portals

MS Teams

RingCentral

MS Excel

Google Sheets

Microsoft 365

Job description

Position Summary

The Invoice Specialist is responsible for checking, verifying, and validating scanned documents saved into the company's internal systems to ensure information is accurate and matches supporting paperwork. This position requires excellent diligence, detail orientation, and analytical skills so that critical billing details are not missed, enabling the billing department and A/P processing team to accurately process received invoices, revise shipment rates, and address carrier or client inquiries efficiently.

Functions

• Check if the information entered in internal systems is accurate and perfectly matches the scanned invoice and delivery documents.
• Revise documents to confirm they are correct and ensure clients/carriers are charged the right rates for shipments.
• Escalate discrepancies to managers whenever document information does not match to ensure proper verification and correct processing.
• Perform invoice auditing in close collaboration with the Accounts Payable (A/P) processing team.
• Organize, categorize, and maintain emails received in the team's shared inbox (e.g., Front, Outlook, Gmail).
• Cross-reference shipment and freight details across Transportation Management Systems (TMS) such as Tai Cloud, MercuryGate, 3PL Systems, and Logistically.
• Respond promptly to internal and external inquiries regarding invoice status and document clarification via MS Teams, RingCentral, or email.
• Perform other related tasks and administrative functions assigned by the immediate supervisor or LTL Director of Strategy.

Qualifications and Requirements

• Strong diligence and high attention to detail to avoid missing critical billing and shipment information.
• Good to excellent communication skills (both verbal and written) for team collaboration and carrier/client exchanges.
• Basic computer literacy and comfort using email, spreadsheets, and logistics management software.
• Analytical and critical thinking skills with a proven ability to spot discrepancies and solve problems.
• Ability to multitask, prioritize tasks, and meet tight deadlines in a fast-paced, process-driven environment.

Technical Skills & Systems

• Email & Communication Tools: Front, Gmail, MS Teams, RingCentral, Microsoft 365 (Word, Excel, PowerPoint).
• Logistics & TMS Platforms: Tai Cloud, MercuryGate, Lighthouz, 3PL Systems, Logistically, Carrier/Partner/Agent Portals.
• Spreadsheet Proficiency: Google Sheets and MS Excel for tracking, auditing, and reporting.

Core Competencies & Personal Attributes

1. Attention to Detail: Exceptional precision in verifying numbers, rate matching, and document auditing.
2. Communication & Collaboration: Clear verbal and written interactions with team members, carriers, and management.
3. Analytical & Critical Thinking: Strong problem-solving ability when resolving invoice mismatch issues.
4. Proactiveness & Multitasking: Initiative to address urgent requests, organize inboxes, and manage multiple tasks.
5. Time Management & Adaptability: Capability to complete work within deadlines and adapt to changing operational demands.
6. Integrity & Ethics: High standards of honesty, trustworthiness, punctuality, and confidentiality in handling financial data.