Administrative Specialist, Operations

Job Req Number:  91914
Time Type: Full Time

Role Summary:

The Administrative Specialist’s mission is to ensure the timely and accurate processing of financial transactions and accurate documentation management within the DSV Road Division operations. This includes but is not limited to reporting, management of AP and AR invoices, timely reconciliation of receivables and payables for submissions.

Responsibilities:

Billing & Financial Operations

• Prepare and process invoices in alignment with contractual agreements and rate structures.
• Verify billing data for accuracy, including rates, quantities, and applicable discounts.
• Maintain accurate billing records, process adjustments, and resolve discrepancies.
• Ensure timely and compliant accounts receivables and payable processes, including vendor payments, reconciliation, and month-end reporting.
• Monitor Revenue and Cost forecasting and ensure compliance with financial policies and regulatory requirements.
• Ensure all shipments have accurate financial records for payables and receivables
• Ensure all shipments are billed timely
• Perform root cause analysis on billing and accounts payable issues and suggest process improvements.
• Support audits by providing necessary documentation and reports.
• Drive operational performance and initiate corrective measures to achieve profitability targets.
• Managing billing across internal branches and divisions
• Support new clients and vendors in applications
• Oversee billing and carrier payments
• Update of rates, fuel surcharge, etc.
• KPI’s reporting, tracking and exception management
• Support local business partners by delivering comprehensive, complete and timely Financial information for the purpose of business management and decision making
• Enforce internal controls that adhere to corporate policies and guidelines as well as local laws
• Identifies and manages continuous improvement initiatives for the controlling function;
• To support operations staff in ensuring accurate cost data is recorded
• Setting up new vendors, admin related vendor engagement and following up on vendor payments.
• Cost Saving Initiatives
• Data Capture Processes and KPI achievement:
  • a.COD/POD
  • b.POD scanning

Vendor & Stakeholder Communication

• Act as the primary liaison with vendors, business units, and other stakeholders for financial, billing, and administrative inquiries.
• Ensure timely resolution of intercompany disputes, aged transactions, and outstanding accounts.
• Maintain and build strong relationships with branch administrators, vendors, and controlling teams.
• Provide timely responses to queries from vendors and internal teams as per SLAs.

Freight & Documentation Management

• Collect, verify, and maintain all freight-related documentation, including customs, shipping, and invoices.
• Ensure compliance with regulatory requirements, industry standards, and company policies in freight operations.
• Collaborate with logistics, finance, and external stakeholders to streamline document processing and maintain organized records.
• Conduct audits and quality checks on freight documentation to ensure accuracy and compliance.
• Assist in resolving discrepancies and support audits by providing necessary documentation.

General Support & Compliance

• Ensure all processes align with local and global policies, accounting standards, and industry regulations.
• Drive cost efficiency within the department and across business operations.
• Escalate queries and concerns when necessary, ensuring proactive issue resolution.
• Assist in any ad-hoc administrative or financial tasks as required by management.

Educational Qualifications & Certifications:

• Minimum of 3 years in an administrative role in logistics / supply chain / transportation industry
• Financial Qualification (diploma, degree) and/or
• 3 years’ experience within logistics industry for accounts receivables payable (creditors) function and/or
• Experienced with reporting and operating systems (SAP is an asset)
• Experience working in supply chain and logistics is beneficial.

Competencies

• Advanced to advanced PC knowledge in Microsoft Office suite (Word/Excel/PowerPoint)
• SAP knowledge is a strong asset.
• Ability to work in a diverse team as well as be self-driven.
• High attention to detail, accuracy, and good analytical skills.
• Be able to work well under pressure and deliver on deadlines.
• Possess good communication skills (verbal and written).
• Ability to identify and solve problems.
• Self-starter who will use own initiative.
• Con