Global Sales and Purchases Administrative Specialist

CEVA Logistics provides global supply chain solutions to connect people, products, and providers all around the world. Present in 170+ countries and with more than 110,000 employees spread over 1,500 sites, we are proud to be a Top 5 global 3PL.

We believe that our employees are the key to our success. We want to engage and empower our diverse, global team to co-create value with our customers through our solutions in contract logistics and air, ocean, ground, and finished vehicle transport. That is why CEVA Logistics offers a dynamic and exceptional work environment that fosters personal growth, innovation, and continuous improvement.

At CEVA Logistics, we Rise in Motion. Your career is always on the move, growing as fast and as far as your ambition takes you. Join a global team of nearly 200 nationalities, shaping the future of global trade, moving essential goods, forging new paths, and pushing boundaries to serve an ever-changing world. The pace is fast, the challenges are real, but the rewards are greater: growth, purpose, and the chance to make a meaningful impact. This is more than a job. It’s a journey on which you rise.

WHAT YOU ARE GOING TO DO

Management of sales invoicing process:

• Monitor and coordinate the sales invoicing process and workflows.
• Verify the accuracy of the client set up performed by the Onboarding team.
• Gather the necessary elements for invoicing (sales, trips, VINs)
• Ensure compliance with the established workflows, notably the Credit Note validation process
• Transmit the necessary information to the relevant teams Onboarding, SSC, business units, etc.).
• Check and validate the final invoices prepared by SSC before transmission to Client
• Check that all invoices are properly booked by the accounting team

Management of purchases invoicing process:

• Monitor and coordinate the purchases invoicing process and workflows.
• Ensure that all Suppliers are invoicing according to CEVA business rules (PO, Dematerialized invoicing…)
• Verify the accuracy of the Supplier set up performed by the Onboarding team.
• Ensure compliance with the established workflows
• Transmit the necessary information to the relevant teams (SSC, business units, etc.).
• Check that all invoices are properly booked by the accounting team

Monitoring and process optimization:

• Implement and monitor controls to validate the completeness of invoices (sales and suppliers).
• Identify opportunities for improvement in processes to enhance efficiency and accuracy.
• Propose and implement solutions to reduce errors or delays in invoicing and invoice processing.
• Ensure the proper implementation of “e-invoicing” regulation, aligned with CMA CGM Group principles.
• Ensure the digital archiving of documents in compliance with legal and internal requirements.

Management of the SSC team in Portugal:

• Supervise and support the SSC team in Portugal to ensure alignment with company objectives and workflows.
• Provide guidance and training to the SSC team to enhance their performance and expertise.
• Monitor the SSC team's activities to ensure timely and accurate invoicing and supplier invoice processing.
• Act as the primary point of contact between the SSC team and other departments to address issues and streamline communication.

Support and stakeholder relations :

• Respond to customer inquiries regarding their invoices and guide them in resolving complaints.
• Maintain proactive communication with key suppliers to anticipate and resolve issues (billing errors, payment delays, etc.).
• Manage the resolution of complex disputes in collaboration with commercial, legal, or purchasing teams.

Reporting and performance indicator (KPI) monitoring:

• Provide the necessary elements for calculating provisions (unbilled transported wines, unreceived invoices, etc.).
• Produce and analyze KPIs on invoicing and invoice processing times, detected errors, or resolved disputes.

Training and awareness:

• Raise awareness among commercial and operational teams about best practices to provide complete and accurate data upstream of processes.
• Train teams on tools and procedures related to invoicing and invoice processing.

Participation in audits :

• Prepare and provide the necessary documents during internal or external audits regarding sales and purchasing processes

WHAT WE ARE LOOKING FOR

Education & Qualifications

• Administrative & accounting skills (invoicing)
• Fluent in English (written and verbal)

Experience

• Similar experience in both sales & purchasing invoicing processes

Specialist Knowledge & Skills

• Strong analytics skills
• Advanced excel
• Knowledge in logistics and transport

As a global organization, and as part of the CMA CGM Group, diversity is critical to our business success; only when we can reflect the cultures, languages, behaviors and local knowledge of our customers, we can succeed. By employing people with different experiences and abilities, we expand our knowledge and increase our creativity and innovation.

Please note: Legitimate CEVA Logistics recruitment processes include communication with candidates through recognized professional networks, such as LinkedIn or via an official company email address: firstname.lastname@cevalogistics.com. We recommend that you do not respond to unsolicited business propositions and/or offers from people with whom you are unfamiliar.