Administrative Assistant I

DHL Supply Chain; Bethlehem (Northampton County); On-site; Confidential; Full time

Benefits offered by this job

Medical, dental, vision coverage

PTO and holidays

401(k) with company match

Tuition reimbursement

Training and career advancement

Job summary

DHL Supply Chain is seeking an Administrative Assistant I to support the General Manager and site operations. The role focuses on administrative efficiency, billing, payroll, and confidential records, ensuring accurate and timely processes.

The ideal candidate will have strong MS Excel/Word skills, prior accounts receivable/payable experience, and the ability to manage multiple tasks with discretion in a fast-paced environment.

Qualifications

• High School Diploma or Equivalent.
• Two years using MS Excel, MS Word and an email system.
• Three years related experience, preferred.
• Two years experience with accounts receivable and accounts payable, preferred.

Responsibilities

• Manage accounts payable and receivable processes; obtain POs, validate invoices, and resolve discrepancies.
• Process weekly payroll; reconcile issues.
• Support month-end close and prepare financial/administrative reports.
• Type and polish correspondence and reports; edit as needed for grammar and clarity.
• Coordinate calendar, travel, and expense reporting for management.
• Screen calls and visitors; handle confidential information with discretion.
• Prepare confidential, recurring reports and presentations; produce high-quality documents.
• Maintain filing systems and supervisor files; ensure compliance with policies.

Skills

MS Excel

MS Word

Email system

Education

High School Diploma or Equivalent

Tools

MS Excel

MS Word

Email system

Job description

DHL Supply Chain is Hiring! At DHL, you will play a part in one of the world's most essential industries. There has never been a better time to join DHL Supply Chain. In a global business like ours, the opportunities are endless.

So, join us. Work with us. Grow with us.

The core responsibilities of this role include:

Serving as a trusted business partner to site leadership by driving administrative efficiency, supporting operational continuity, maintaining professional communication across multiple stakeholder groups, coordinating critical business activities, ensuring timely completion of administrative processes, and contributing to the overall effectiveness of daily site operations through proactive support and attention to detail.

Position

Administrative Assistant I

Shift

Mon - Fri 7:30a - 4p

Pay

Salary Non-Exempt $25.50 per hour (Base Salary $53,040)

In addition to the general job description below, the ideal candidate will also possess the following skills and/or experience:

• Strong business acumen and professional judgment
• Ability to anticipate leadership needs and proactively address challenges before they arise
• Exceptional prioritization and workload management skills
• High level of discretion and professionalism when handling sensitive matters
• Ability to balance competing deadlines with minimal supervision
• Strong critical thinking and decision-making abilities
• Excellent relationship-building skills across all levels of an organization
• Customer-focused mindset with a commitment to service excellence
• Ability to navigate changing priorities in a dynamic environment
• Resourceful and solution-oriented approach to problem solving
• Strong follow-through and accountability for assigned work
• Ability to identify process improvement opportunities and implement efficiencies
• Professional verbal and written communication skills
• Self-motivated with a strong sense of ownership and initiative
• Collaborative mindset with the ability to influence and support others effectively

Be part of the world's largest logistics company! DHL Supply Chain has been certified as a Great Place to Work in the US and Canada! Our excellent benefits packages includes:

• Affordable medical, dental, and vision coverage available beginning on your 30th day
• PTO program for all associates, including paid holidays and vacation
• 401(k) with generous company match
• Tuition reimbursement program
• Excellent training and career advancement opportunities

Grow your skills. Shape your world.

Role Purpose

Provide personal secretarial services and administrative assistance while exercising initiative and judgment on a regular basis. Work independently under general direction of the General Manager, providing administrative and clerical support including records management, billing, payroll, personnel records, etc. Provide advanced administrative support for senior management as well as courteous, responsive and accurate information to associates.

Key Accountabilities

• Manage the accounts payable and receivable process. Obtain purchase Orders, validate and process invoices. Contact vendors regarding discrepancies.
• Review, transmit and Manage weekly payroll process. Reconcile any issues that occur.
• Assist the General Manager with the month end close process.
• Type correspondence and reports from rough drafts, editing grammar, punctuation or spelling as needed.
• Use considerable judgment and initiative to determine the approach or action to take in non-routine situations.
• Screen telephone calls and visitors, ascertaining who can be redirected to subordinate managers or to other offices. Provide information to callers, requiring detailed knowledge of manager’s area of responsibility and General knowledge of company policies, practices and operations in an expeditious and courteous manner. Perform broad range of administrative details of highly confidential nature on a regular basis, requiring initiative and judgment to make independent decisions for which probable errors may have moderate effect on cost.
• Prepare a variety of highly confidential, specialized, and recurrent reports such as financial data. Produce high quality reports, presentations, proposals, or other documents.
• Maintain filing system including items that are confidential. Establish, Maintain, and when necessary, revise supervisor’s files.
• Maintain manager’s calendar, scheduling meetings and appointments. Regularly arrange travel and hotel accommodations for frequent extended trips. Compile and submit expense reports.
• Open and Review all mail directed to management staff. Compose responses to routine inquiries, and ascertain which items can be delegated to subordinate managers, and forward appropriate items to manager.
• Require continuous Use of technical and business vocabulary and a detailed knowledge of company operations, organizational procedures, and personnel.
• Coordinate high level meetings with associates, business unit-wide meetings, as well as customer meetings.
• Serve as central communication point for associates on human resource and associate relations items.
• Delegate work to one or two clerical associates to Assist with routine duties.
• Follow Up on all assignments delegated to subordinate managers as to status, completion, etc.
• Operate office equipment including fax, copiers, printers, binding machines.

Required Education and Experience

• High School Diploma or Equivalent
• Two years using MS Excel, MS Word and an email system
• Three years related experience, preferred
• Two years experience with accounts receivable and accounts payable, preferred

Our Organization is an equal opportunity employer.