Logistics Administrator

Job Description
Position Summary

The Logistics Admin will provide administrative, financial, and documentation support to the Logistics Department at Allied Steel Buildings. This position will be responsible for managing logistics invoices, shipping documentation, carrier payments, remittances, project logistics cost tracking, and carrier claims.

The position will work closely with the Logistics Lead assigned to each project to monitor logistics budgets, track actual spending, identify discrepancies, and ensure all logistics costs are properly documented, approved, paid, and filed.

The ideal candidate is highly organized, detail-oriented, financially conscientious, and able to manage a high volume of invoices, shipments, carriers, and project documentation while following issues through to resolution

The Allied Culture

We believe great service matters from start to finish. It's why going the distance for our clients starts with taking care of our team members. They are our most important asset. We invest in their continuous development and recognize their contribution to our success. Great work starts with collaborating with a team dedicated to creating value worldwide. The Allied Team is highly resourceful, innovative, and competent, with extensive experience. Our culture is flexible, offering work-life balance, empowered because everyone's voice matters, unified by promoting "we" over "me" and creative thinking outside the box; it's the Allied way.

Responsibilities

• Receive, review, organize, and process logistics-related carrier and service-provider invoices.
• Verify invoices against approved rates, quotes, contracts, shipment records, and agreed terms.
• Ensure each invoice is assigned to the correct project, shipment, carrier, and cost category.
• Identify duplicate invoices, incorrect charges, unauthorized fees, accessorial charges, and billing discrepancies.
• Coordinate with Logistics Leads and carriers to resolve invoice discrepancies before payment.
• Track invoices through received, reviewed, approved, disputed, and paid status.
• Ensure all invoices and supporting documentation are filed in the correct project and accounting folders.
• Maintain accurate records supporting each logistics expense for audit and project closeout purposes.
• Prepare and send payment remittances to carriers and logistics service providers.
• Track carrier invoices through the approval and payment process.
• Confirm that approved invoices have been paid and properly recorded.
• Follow up on outstanding invoices and payment discrepancies.
• Coordinate with Accounting/Finance when payment issues require additional support.
• Maintain complete and organized shipping documentation for each shipment and project.
• Ensure documentation is uploaded and filed in the correct project folders and systems.
• Verify that required documentation is complete before shipments and projects are closed.
• Support Logistics Leads in maintaining accurate shipment records.
• Assist each project Logistics Lead with monitoring the logistics budget.
• Track committed, actual, and projected logistics expenses.
• Compare actual freight spending against approved project budgets.
• Assist the Logistics Lead with project closeout.

Requirements

Key Performance Indicators (KPIs)

• Invoice accuracy and timely processing.
• Payment and remittance accuracy and timeliness.
• Documentation completeness and filing accuracy.
• Timely identification and escalation of budget variances.
• Value and percentage of eligible carrier claims successfully recovered.
• Timely resolution of disputed invoices and carrier issues.
• Completion of project logistics financial reconciliation at closeout.
• Accuracy and completeness of logistics data in company systems.

Qualifications

Required

• 2+ years of experience in logistics administration, freight, transportation, business administration, accounts payable, or a related field.
• High attention to detail and accuracy.
• Experience reviewing invoices and supporting documentation.
• Strong follow-through and problem-solving skills.
• Strong organizational and administrative skills.
• Strong Microsoft Excel or spreadsheet skills.
• Strong written and verbal communication skills.
• Ability to manage multiple projects, carriers, invoices, and deadlines simultaneously.
• Ability to communicate professionally with carriers, vendors, internal teams, and customers.

Preferred

• Experience with carrier invoice auditing and freight billing.
• Experience with ERP, CRM, and logistics management systems.
• Experience working with project-based logistics budgets.
• Knowledge of ocean freight, trucking, drayage, warehousing, and project logistics.
• Knowledge of commercial shipping and transportation documentation.

Core Competencies

• Attention to Detail
• Organization & Time Management
• Financial Accuracy
• Accountability
• Problem Solving
• Follow-Through
• Communication
• Data Management
• Carrier & Vendor Coordination
• Confidentiality & Professionalism

Benefits

Allied is an equal opportunity employer.

DFWP/EEOE