Administrative Coordinator

The Opportunity

Supports the Finance department by managing credit applications and assisting with various financial and administrative processes.

• Maintains People Soft vendor maintenance module for Accounts Payable.
• Establishes customer accounts in accordance with company policy.
• Provides support and serves as backup to the Revenue Accounting Coordinator on invoice disputes.
• Assists with discrepancies and resolutions of emergent collections, billing, or accounts payable inquiries.
• Maintains the department’s credit card used for state approved expenses, performing monthly review.
• Coordinates conference calls and in-person meetings, which may involve scheduling meeting times, making arrangements for meeting meals or other refreshments, and ensuring that various meeting resources are available.
• Sorts and distributes mail, files documents, and maintains office supply inventories and equipment.
• Ensures compliance with all security, safety and environmental regulations and policies within work area at all times. This includes properly addressing issues through action or reporting issues and concerns to Manager.
• Ensures public records and information are managed, maintained and disposed in accordance to the Library of Virginia retention and disposition schedules, and the Virginia Port Authority records management policies and procedures.
• Performs other duties as assigned.

Education:

High School diploma or GED equivalent required.

Licenses, Certifications, and Credentials:
Valid driver’s license;
Transportation Worker Identification Credential.

Work Experience:

3 or more years of experience in an Accounting Department setting focused on Collections, Accounts Payable / Accounts Receivable preferred.

Skills:

• Excellent verbal and written communications skills.
• Proactive problem-solving capabilities.
• Proficiency in Microsoft Office applications (Outlook, Word, PowerPoint).
• Capacity to maintain confidentiality.
• Organizational skills.
• Ability to work independently as well as in a team environment.
• Ability to perform research and prepare reports; detailed and conscientious in maintaining accurate records and information.
• Ability to handle multiple projects with rapidly changing priorities and deadlines.

The Port of Virginia is an Equal Opportunity Employer and therefore does not discriminate on the basis of age, sex, race, religion, disability or national origin.

Selected applicant must be able to pass a pre-employment background check which may include academic record and verification of education and/or certifications, employment history (including references), criminal history, driving record, fingerprinting, drug and alcohol testing, fit for duty physical, other records or information related to the candidate's suitability for the position.

Selected applicant must be able to obtain a TWIC (Transportation Workers Identification Card).