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IND Station Admin & Payables Coordinator
Plainfield, IN
Job Description
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
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
Job Summary
Company
Employment Term and Type
Regular, Full Time
Required Education
High School or Equivalent
Required Experience
2+ years
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