Transport Back Office Specialist

About Nebius: Nebius is leading a new era in cloud infrastructure for the global AI economy. We are building a full-stack AI cloud platform that supports developers and enterprises from data and model training through to production deployment, without the cost and complexity of building large in-house AI/ML infrastructure. Built by engineers, for engineers. From large-scale GPU orchestration to inference optimization, we own the hard problems across compute, storage, networking and applied AI. Listed on Nasdaq (NBIS) and headquartered in Amsterdam, we have a global footprint with R&D hubs across Europe, the UK, North America and Israel. Our team of 1,500+ includes hundreds of engineers with deep expertise across hardware, software and AI R&D. The role Transport Back Office Specialist Employment Type: Full-Time Experience: 2+ Years Required About the Role The Transport Back Office Specialist provides essential administrative and operational support to the transport team. The role is centred around processing invoices from carriers and vendors, managing their approval flow in ZIP, maintaining shipment and financial documentation, and keeping shipment statuses up to date in relevant systems. The specialist is expected to be organized, detail-oriented, and proactive in following up on outstanding items to ensure nothing falls through the cracks. Key Responsibilities Invoice Processing & Payment Follow-Up • Receive and process invoices from carriers, freight forwarders, customs brokers, and other transport vendors. • Enter invoices into ZIP accurately, ensuring correct coding, cost allocation, and supporting documentation. • Track invoice approval status in ZIP and proactively follow up with internal approvers to keep the process moving. • Liaise with the finance and accounting teams to ensure approved invoices are paid on time. • Investigate and resolve discrepancies between invoices and agreed rates or contracts, escalating complex cases to the Transport Manager as needed. • Maintain an up-to-date log of outstanding invoices and payment statuses, flagging overdue items. Document Management & Filing • Collect, organise, and file all transport-related documentation, including invoices, proof of delivery, customs documents, shipping instructions, and carrier correspondence. • Ensure documents are stored accurately in the relevant systems (TMS, Jira, shared drives, or equivalent) and are readily accessible for audit or operational review. • Maintain documentation standards and naming conventions to support compliance and internal audit requirements. • Support the team during audits or compliance reviews by retrieving and compiling required records. Shipment Status Updates • Monitor active shipments and update shipment statuses in the relevant tracking systems (TMS, Jira, or equivalent) based on information received from carriers and the transport team. • Flag delays, exceptions, or missing updates to the responsible Transport Specialist or Manager. • Ensure shipment records are complete and accurate from booking through to final delivery confirmation. • Coordinate with carriers and vendors to obtain status updates or missing documentation where needed. Administrative Support to the Transport Team • Provide general administrative support to the transport team, including preparation of reports, data entry, and correspondence with external partners. • Assist in maintaining vendor contact lists, rate cards, and contract reference documents. • Support the onboarding of new carriers or vendors by collecting required documentation and setting them up in relevant systems. • Identify recurring administrative bottlenecks and suggest process improvements to increase efficiency. Requirements • 2+ years of experience in a logistics, transport, or supply chain back-office or administrative role. • Hands-on experience processing invoices and managing payment workflows, ideally using ZIP or a similar accounts payable or procurement platform. • Familiarity with transport management systems (TMS), Jira, or similar tools used for shipment tracking and documentation. • Strong organizational skills and attention to detail — able to manage multiple open items simultaneously without losing track. • Proactive follow-up skills; comfortable chasing approvers, vendors, and carriers to keep processes on schedule. • Good understanding of transport and freight documentation (invoices, PODs, customs paperwork, etc.). • Proficient in Microsoft Excel or Google Sheets for tracking, reporting, and data management. • Clear written communication skills in English; able to correspond professionally with internal teams and external partners. • Ability to work independently and manage own workload with minimal supervision. Nice to Have • Experience supporting international freight operations, including familiarity with customs documentation. • Background in a technology, data center, o