IND Station Admin & Payables Coordinator

Overview

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.

• 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
• Complete billing for selected customers in billing system
• Invoice Attestation fees - monthly billing
• Other duties as assigned

• Excellent communication skills
• Ability to communicate (written, verbal, and non-verbal) in a clear and concise manner
• Team player with an entrepreneurial spirit
• Language skills, English required
• Proficient organizational skills
• Proficiency in MS Word, Excel, PowerPoint, Outlook and PDF
• Switchboard/phone operator experience
• Ability to multi-task in a fast pace environment
• 2+ years of Administrative Assistant Experience
• High school diploma or equivalent