IND Station Admin & Payables Coordinator

DHL Global Forwarding; Port McNicoll; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a dedicated Station Administrative Coordinator to support daily operations and enhance efficiency. In this pivotal role, you'll manage various administrative tasks, including liaising with HR, coordinating IT support, and handling customer invoicing. Your strong organizational skills and ability to thrive in a fast-paced environment will be key to success. Join a dynamic team where your contributions will directly impact operational excellence and customer satisfaction. This is a fantastic opportunity for those looking to grow their career in a supportive and innovative environment.

Qualifications

• 2+ years of administrative assistant experience required.
• Strong organizational and communication skills are essential.

Responsibilities

• Perform administrative duties for the DHL facility.
• Coordinate IT support and manage printer inventory.
• Handle customer invoicing and manage AR workflow.

Skills

Excellent communication skills

Strong organizational skills

Proficiency in MS Word

Proficiency in Excel

Proficiency in PowerPoint

Proficiency in Outlook

Proficiency in PDF

Ability to multi-task

Team player with entrepreneurial spirit

Experience as a switchboard/phone operator

Education

High school diploma or equivalent

Job description

We have an exciting opportunity for a Station Administrative Coordinator to support leadership and staff daily. Responsibilities include local HR support, data collection, development and sustainability of reporting tools, station correspondence, project work, Kronos and procurement support, accounting support, First-Choice, Quality initiatives, and other similar duties.

Key Responsibilities:

1. Perform administrative duties for the DHL Global Forwarding Facility.
2. Serve as a liaison for record keeping, I-9s, Workers' Comp reporting, and related items, including records and reporting.
3. Support Aurora / Workflow, payables, and maintain Station I-Share pages and FACTSHEETs.
4. Interface with HR on behalf of the station, including updating Kronos, completing initial profiles, job requisitions, and ensuring proper cost center coding.
5. Coordinate IT support, equipment tracking, printer management, PC disposal, laptops, local records, security codes, and swipe card control.
6. Manage printer toner cartridge inventory and distribution.
7. Coordinate equipment repairs.
8. Handle customer invoicing, including sending out invoices to customers.
9. Assist departments in obtaining missing documents from customers.
10. Manage AR workflow site, work and clear items, add comments, and invoice submission information.
11. Resolve payables mismatches in the Enterprise System and intercompany invoice issues.
12. Resolve steamship line statement discrepancies.
13. Set up vendors and customers.
14. Work on reports to reconcile billing errors, outstanding costs, and monitor profit and loss margins.
15. Handle ocean and air payables submission and follow-up.
16. Manage check requests submission and follow-up.
17. Approve and pay invoices for the air department, and communicate with payables for payment details.
18. Resolve open items on vendor statements, print intercompany invoices, and backup documentation.
19. Submit weekly overtime reports to managers.
20. Send deferral amounts for OFR to finance.
21. Maintain training records for the station.
22. Complete billing for selected customers in the billing system.
23. Handle invoice attestation fees for monthly billing.
24. Perform other duties as assigned.

Skills and Requirements:

• Excellent communication skills (written, verbal, non-verbal).
• Team player with entrepreneurial spirit.
• Proficient in English.
• Strong organizational skills.
• Proficiency in MS Word, Excel, PowerPoint, Outlook, and PDF.
• Experience as a switchboard/phone operator.
• Ability to multi-task in a fast-paced environment.
• At least 2+ years of administrative assistant experience.
• High school diploma or equivalent.