IND Station Admin & Payables Coordinator
 DHL Global Forwarding | |
 United States, Indiana, Plainfield | |
| 2461 Reeves Road (Show on map) | |
 Oct 25, 2024 | |
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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 | |