We have an exciting opportunity for a STATION ADMINISTRATIVE COORDINATOR to support leadership and staff daily. - i.e., Local HR support, collecting of data / info, development & sustainability of reporting tools, station correspondences, project work, Kronos and procurement support, accounting support, First-Choice, Quality initiatives and other similar duties.
Key Responsibilities :
- Administrative duties for the DHL Global Forwarding Facility
- Liaison for record keeping, I-9's, Workers Comp reporting, and related items including records / reporting
- Aurora / Workflow support, payables
- Maintains the Station I-Share pages, FACTSHEETs
- Interfaces with HR on behalf of station - (i.e. Updates Kronos, completes initial profiles and job requisitions, ensures proper cost center coding, etc.)
- Coordinates all IT related support, equipment tracking, printers, PC disposal, laptops, local records, Security codes, swipe card control
- Printers - toner cartridge inventory and distribution
- Coordination of equipment repair
- Customer Invoicing Requirements, i.e. sends out invoicing to customers
- Assist all departments with obtaining missing documents from customers
- AR workflow site, work and clear items, add comments, invoice submission info TR #, date, etc.
- Resolve payables that do not match to pay in Enterprise System
- Intercompany invoice resolution
- Steamship line Statement resolution
- Set up vendors & customers
- Work reports to reconcile- wrong branch, billings not competed, outstanding costs, monitor Profit & Loss margins
- Ocean & Air Payables submit / Follow-Up
- Check Requests submit / Follow-Up
- Paying / approval of invoices for the air dept.
- Communicate with payables group for payment details / Vendors Invoice / Statements
- Work to resolve open items on a vendor's statement
- Print Intercompany invoices / back up doc's / clear orphan docs
- Submit weekly O / T report to managers
- Deferral amounts for OFR sent to finance
- Maintains training records for station
- Complete billing for selected customers in billing system
- Invoice Attestation fees - monthly billing
- Other duties as assigned
Skills / Requirements :
Excellent communication skillsAbility to communicate (written, verbal, and non-verbal) in a clear and concise mannerTeam player with an entrepreneurial spiritLanguage skills, English requiredProficient organizational skillsProficiency in MS Word, Excel, PowerPoint, Outlook and PDFSwitchboard / phone operator experienceAbility to multi-task in a fast pace environment2+ years of Administrative Assistant ExperienceHigh school diploma or equivalent