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IND Station Admin & Payables Coordinator

IND Station Admin & Payables Coordinator

DHL Global ForwardingPlainfield, IN, United States
30+ days ago
Job type
  • Full-time
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
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    Admin Coordinator • Plainfield, IN, United States