Administrative Assistant I

DHL Supply Chain; Memphis (TN); On-site; Confidential; Full time

Benefits offered by this job

Medical, dental, vision coverage

PTO + holidays

401(k) with company match

Tuition reimbursement

Job summary

DHL Supply Chain is seeking a detail-oriented First (1st) Shift Administrative Assistant I to support the General Manager with administrative and secretarial tasks. The role requires handling payroll, accounts payable/receivable, and confidential records in a fast-paced environment.

Responsibilities include preparing reports, managing calendars, coordinating high-level meetings, travel arrangements, and supervising junior staff, while utilizing MS Office, Oracle, Kronos and Markview tools.

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

• Provide secretarial services and administrative assistance under General Manager supervision
• Manage accounts payable/receivable, process invoices and PO validation
• Oversee weekly payroll, reconcile issues and month-end close with GM
• Prepare confidential reports, documents and presentations
• Maintain filing systems and calendar, arrange travel and submit expenses
• Coordinate high-level meetings and act as communications hub for HR and associates
• Supervise clerical staff and delegate routine duties
• Handle confidential company information with discretion
• Operate office equipment and support general administrative tasks

Skills

Supply Chain

WMS

Education

High School Diploma or Equivalent

Tools

Outlook

Microsoft Office

Oracle

Kronos

Markview

Job description

At DHL, you will play a part in one of the worlds most essential industries. As the worlds leading contractlogisticsprovider, we believe in doing the right thing, growing together, and delivering the difference. At DHL, you have a voice that matters and can make an impact that lasts. 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. In addition to the general job description below, the ideal will also have the following skills:Supply Chain, Warehouse Management Systems (WMS), Outlook, Microsoft, Oracle, and Kronos, Payroll, Timekeeping.

• Position:First (1st) Shift Administrative Assistant I
• Shift:8:00am –; 4:00pm, Monday-Friday
• Pay:$26.44 per hour. This is a salaried, non-exempt role.
• At least 1 years’ experience using Oracle, Kronos, Microsoft Office (to include Word, Excel, Outlook, Powerpoint, Teams) is highly preferred and given first preference.
• At least 6 months’ using Markview.
• Excellent communication (verbal and written) and multi-tasking skills required in a fast-paced environment.

Be part of the worlds largest logistics company! DHL Supply Chain has been certified as a Great Place to Work® in the US and Canada! Our excellent benefits package 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 managers 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 supervisors files.
• Maintain managers 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.