Administrative Coordinator

Vestis Corporation; Throop (Lackawanna County); On-site; USD 42,000 - 56,000; Full time

Job summary

Vestis Corporation in the United States is seeking an Administrative Coordinator to support Finance, Billing Operations, Payroll, Human Resources, DOT Compliance, Legal, and other departments. This role is on-site at our office and emphasizes accuracy, multi-tasking, and cross-functional collaboration.

You will manage new customer setups, invoice maintenance, payroll processing, and HR documentation, while maintaining files and reports in Oracle and Excel.

Qualifications

• Billing experience and Microsoft Office proficiency required.
• Strong Excel skills and data-entry accuracy.
• Experience with Oracle Business Suite is a plus.
• Ability to multi-task and meet deadlines.

Responsibilities

• Prepare and audit customer setup requests and invoices.
• Process payroll with attention to timekeeping and policy.
• Maintain employee records and HR compliance documentation.
• Manage accounts payable and monthly financial reports.
• Support office operations and vendor purchasing.
• Provide cross-functional support across departments.

Education

2-year Degree Preferred But Not Required

Tools

Oracle Business Suite

iProcurement

Excel

Payroll software

Job description

Meet Vestis®:

For the People Who Make It All Work

At Vestis®, we provide uniforms, workplace supplies, and professional cleaning that help businesses simplify their workday and keep their teams safe, confident, and focused on what matters most. More than a provider, we are a partner in productivity, trusted to keep you running.

Join us and build a career supporting the people who make it all work.

Overview

The Administrative Coordinator is responsible for a collection of responsibilities which must take place. These responsibilities may in fact be shared amongst Administrative Coordinators and each coordinator should be cross trained and conversant on how to effectively complete all required tasks. The Administrative Coordinator is a multi-faceted role that supports the functions of Finance, Billing Operations, Payroll, Human Resources, DOT Compliance, Legal, Labor Relations, and other Vestis departments.

Responsibilities/Essential Functions

• On site Billing responsibilities: Complete new customer setup requests in an accurate and timely manner. Complete customer setup audits to ensure accurate invoice billing for accounts. Complete customer invoice maintenance requests of various types and levels of difficulty. Complete customer contract audits to ensure contract compliance standards are met. Log compliance issues as needed and follow through to issue resolution. Complete Special Projects and Strategic requests requiring a high level of analytical thinking, problem solving skills, and data manipulation via Excel.
• On site Payroll responsibilities: Support the Payroll Group Processor in the processing of payroll weekly including, but not limited to, the tracking time and attendance, reporting commissions, and other related payroll in accordance with company policy and our on-site collective bargaining agreement(s). Forward and/or post all notices from Central, Regional management and the Group Processor to the market center employees with regard to Company Policy, Payroll, HR and Compliance practices. Review and maintain the time and attendance system.
• On site HR responsibilities: Implement new administration procedures and forms as directed by the Group Processor, HR management and Finance. Maintain existing employee Personnel files, DOT, OSHA, and other H/R compliant record keeping as directed by Finance or Human Resources. Support New Hire Orientation and compile New Hire packets according to Central Office Guidelines in cooperation with the Group Processor.
• On site accounting responsibilities: Review, Support and Maintain the Management Reports including, but not limited to, the Gain & Loss report in Field Management Reporting, monthly inventory, and the monthly API review. Further support the business process around accurate inventory counts, safety and API reviews. Log import taxes, manage a check register and prepare/submit accounts payable invoices (where applicable).
• On site Office responsibilities: Support the Daily Office functions by ordering supplies through iProcurement, ordering business cards, ordering computers for new employees & attending to the Front Desk.
• On site Functional Responsibilities: Support Management Reporting within the MC by providing reports to the Management team. Communicate efficiently and effectively with Market Center Management team regarding additional information requirements or non-compliance issues. Assist the Market Center with questions on process/policy updates and changes to increase their level of understanding and acceptance of these changes. Support Market Center in high transactional ad-hoc requests requiring, at times, a high level of analytical thinking and problem-solving skills. Complete all other projects as requested.

Knowledge/Skills/Abilities

• Strong oral and written communication skills required.
• Ability to develop and maintain a positive working relationship with others.
• Detail oriented, ability to multi-task, with strong organizational skills are required.
• Process oriented, however at times, flexible.
• Ability to easily adapt to rapidly changing work environment.
• Ability to coordinate multiple projects with deadlines and changing priorities, occasionally on short notice.
• Proficient alpha/numeric data entry.
• Proficient in Microsoft Office Word, Excel, and Outlook.
• High level of organizational skills, integrity and accuracy.
• Strong attention to detail is a must.
• High level of analytical and problem-solving skills.
• Strong basic math skills.
• Strong time management and prioritization skills.
• Must be able to work independently with minimal oversight.
• Experience with Oracle Business Suite, a plus.

Working Environment/Safety Requirements

No special physical requirements for this position. Position is situated in an office environment.

Experience

Related Work Experience 1-5 yrs. preferred; Billing experience, Microsoft Suite Experience, specifically Excel required.

Education

2-year Degree Preferred But Not Required.

Environment

Office setting

Headquartered in Roswell, GA, Vestis® is the second largest provider in the industry with over 300,000 customer locations and approximately 20,000 teammates across North America. Vestis® is a leader in the B2B uniform and workplace supplies category. Vestis® provides clean and safe uniform services and workplace supplies to a broad range of North American customers from Fortune 500 companies to locally owned small businesses across a broad set of end markets. The Company’s comprehensive service offering includes a full-service uniform rental program, cleanroom and other specialty garment processing, floor mats, towels, linens, managed restroom services, first aid supplies and more.

Vestis® is an equal-opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, relation, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or veteran status.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

Vestis Commitment to Equal Opportunity Employment

If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information below to request the appropriate accommodation.

Reasonable Accommodations and the Online Application Process

Consistent with Vestis and Canadian Linen’s commitment to equal employment opportunity, we provide reasonable accommodations to qualified individuals with disabilities who need assistance in applying electronically for a position with Vestis or Canadian Linen, unless doing so would impose an undue hardship. To request a reasonable accommodation for this purpose, please call 1-833-901-8823 or email us at [e-mail].

Please note that this phone number is to be used solely to request an accommodation with respect to the online application process. Calls for any other reason will not be returned. Reasonable accommodation requests are considered on a case-by-case basis.

Thank you for your interest in an employment opportunity with Vestis, Canadian Linen and Québec Linge.