IND Station Admin & Payables Coordinator

DHL Global Forwarding; Plainfield (IN); On-site; USD 40,000 - 54,000; Full time

Job summary

DHL Global Forwarding in Plainfield, IN seeks a Station Administrative Coordinator to support leadership and staff daily, including HR data collection, reporting tool development, station correspondences, Kronos and procurement support, and general accounting assistance. This role requires strong communication, organizational skills, and the ability to coordinate across departments.

You will manage records such as I-9s and Workers’ Comp reporting, collaborate with HR on Kronos updates, and

Qualifications

• Excellent communication skills.
• Ability to communicate clearly in written, verbal, and non-verbal forms.
• Team player with an entrepreneurial spirit.

Responsibilities

• Provide administrative support for the DHL Global Forwarding Facility.
• Liaise on record keeping (I-9s, Workers' Comp reporting) and related items.
• Support Kronos updates, initial profiles and job requisitions, and cost center coding.

Skills

Excellent communication

MS Office Suite

Multi-tasking

Administrative experience

English proficiency

Education

High school diploma or equivalent

Job description

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