Data Entry / MIS Executive

Job Description – Logistics & Transportation MIS Executive Position: Logistics & Transportation MIS Executive

Job SummaryWe are looking for a proactive and detail-oriented Logistics & Transportation MIS Executive to manage operational data, billing, MIS reporting, and financial reconciliations. The role involves coordinating with the operations team, maintaining accurate records in Excel and ERP/TMS software, preparing customer invoices, reconciling freight payments, tracking transportation expenses, and generating analytical reports to support business decisions.

• Key ResponsibilitiesOperations CoordinationCoordinate with the ground operations team to collect trip details, vehicle placement information, loading/unloading status, PODs, and trip closure documents.
• Ensure timely updating of trip information in the company's ERP/TMS software.
• Follow up with drivers, transport coordinators, and branch teams for pending operational documents.
• Maintain accurate records of vehicle movements and completed trips.
• Billing & DocumentationPrepare trip-wise customer invoices based on approved freight rates and completed trips.
• Verify freight rates, loading details, GST applicability, and supporting documents before invoicing.
• Maintain customer billing records and invoice status.
• Ensure timely submission of invoices along with PODs and other required documents.
• POD ManagementTrack Proof of Delivery (POD) status for all completed trips.
• Coordinate with customers, drivers, and branch offices for collection of pending PODs.
• Maintain POD records in physical and digital formats.
• Prepare pending POD reports and ensure timely closure.
• Freight & Payment ReconciliationReconcile customer payments against invoices and outstanding receivables.
• Verify vendor freight bills with approved trip details before processing payments.
• Perform vendor and customer account reconciliations.
• Coordinate with the Accounts team for payment discrepancies and outstanding balances.
• Expense MonitoringMaintain trip-wise expense records, including diesel, toll, driver allowances, loading/unloading charges, repairs, and miscellaneous expenses.
• Prepare daily and monthly transportation expense reports.
• Monitor budget vs. actual transportation costs.
• Highlight unusual or excess operational expenses.
• MIS & ReportingPrepare Daily, Weekly, and Monthly MIS reports for management.

Generate reports on:

• Vehicle utilization
• Trip status
• Customer-wise billing
• Freight cost analysis
• Diesel consumption
• Vendor payments
• Customer outstanding
• Vehicle-wise profitability
• Route-wise profitability
• Turnaround Time (TAT)
• On-Time Pickup & Delivery (OTP/OTD)
• Fleet productivity
• Analyze operational data and identify improvement opportunities.
• Data ManagementMaintain accurate operational and financial data in Microsoft Excel and ERP/TMS software.
• Ensure data accuracy, consistency, and completeness.
• Create and maintain dashboards for management reporting.
• Maintain confidentiality of company and customer data.

Required SkillsExcellent knowledge of Microsoft Excel (Advanced Excel preferred)

• Pivot Tables
• XLOOKUP/VLOOKUP
• IF, SUMIF, COUNTIF
• INDEX-MATCH
• Conditional Formatting
• Data Validation
• Power Query (preferred)
• Dashboard creation
• 
  
• Experience working with ERP, TMS, or logistics management software.
• Strong analytical and numerical skills.
• Good understanding of transportation operations and freight billing.
• Excellent coordination and communication skills.
• High level of accuracy and attention to detail.
• Ability to work under pressure and meet deadlines.
• QualificationGraduate in Commerce, Business Administration, Computer Applications, Logistics, or a related field.
• 2–5 years of experience in Logistics Operations, MIS, Billing, or Transportation Management.
• Experience in a transport, logistics, supply chain, or 3PL company will be preferred.
• Key Performance Indicators (KPIs)100% accuracy in trip data and MIS reporting.
• Timely customer invoice generation.
• Timely POD collection and closure.
• Accuracy of vendor and customer payment reconciliations.
• Timely preparation of daily, weekly, and monthly MIS reports.
• Reduction in billing errors and pending documentation.
• Effective monitoring of transportation costs and profitability.
• Improved vehicle utilization and TAT reporting.
• Accuracy of vehicle-wise and customer-wise profitability reports.
• Timely closure of trip expenses and operational records.
• Preferred AttributesExperience in 3PL, fleet management, or transportation companies.
• Ability to analyze operational trends and suggest process improvements.
• Strong problem-solving skills with a proactive approach.
• Team player with excellent coordination skills across Operations, Accounts, and Customers.
• Ability to manage multiple priorities in a fast-paced logistics environment.