Admin Assistant Heavy Terminal

Position: Admin Assistant - High & Heavy Terminal
Essential Duties

• Review the previous day's reports to confirm accuracy, then send morning reports to shipping lines.
• Review Vessel Breakdown report for any new bookings, start building invoices in dock works for anything new
• Provide quotes to customers upon request
• Create and maintain all files for shipping lines - imports and exports. Maintaining accounting files for accounts receivable, processing bank deposits, reporting all transactions and remits to POA and processing and recording files for all CBP submissions.
• Submit title paperwork to CBP, provide shipping lines with updates on the clearance status for each submission and invoicing customer when it is cleared to release by CBP. Along with documenting and tracking the return of the original documentation to the customer.
• Finalize invoices when the vessels are complete and have sailed. Entering completed invoice information into Account register, emailing invoice and all backup information to customers. Complete the vessel file, confirming everything has been updated in the inventory reports, and all units have been invoiced for. Entering invoice information into customer portals for payments.
• Biweekly Teams meeting with accounting to review/resolve unapplied cash. Monthly meeting with the accounting department to review overdue invoices, then following up with customers on outstanding accounts.
• Create reports when we get new contracts, assuring the reports are accurate for each shipping line and contract and updating existing reports when contracts terms change.
• Send in maintenance request for equipment and building repairs

• Oversee Customer Service and assist when needed

Minimum Qualifications

• High School Diploma or equivalent
• Valid US Driver's License
• Obtain and Maintain a Transportation Worker Identification Credential Badge (TWIC)
• Strong communication, including writing, speaking and active listening
• Great customer service skills, including interpersonal conversation, patience and empathy
• Good problem-solving and critical thinking skills
• 3+ years of experience working with Microsoft Excel, Word and Outlook
• Basic math, bookkeeping and accounting skills
• Organization, time management and prioritization abilities
• Ability to be discreet and maintain the security of customer information
• Effective computer skills to input to use bookkeeping and account management software
• Understanding of industry-specific policies and procedures regarding safety and maintain safe

working practices

Preferred Qualifications

• Extensive knowledge and skills in Excel, creating and formulating spreadsheets
• Knowledge of different types of machinery being received at terminal
• Ability to speak another language or work in a multicultural environment

NOTE:

This job description is not intended to be all-inclusive. Employees may perform other related as needed to meet the ongoing needs of the organization.

International Auto Processing, LLC is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race; color; religion; national origin; sex (including pregnancy); sexual orientation; gender identity and/or expression; age; disability; genetic information; citizenship status; military service obligations or any other category protected by applicable federal, state or local law.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

41 CFR 60-1.35(c)