Station Admin & Payables Specialist

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 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