Administrative Coordinator

Job Description

Job Description

General Summary:

The Administrative Coordinator is responsible for branch RedNA finalization, agent charge audits and Datamart reconciliation for branch freight forwarding transactions. This position will also support branch purchasing and miscellaneous administrative functions within the branch.

 

Essential Duties and Responsibilities:

• Provides Accounts Receivable (A/R) and Accounts Payable (A/P) support for the branch; responsible for A/P approvals and vouchers.
• Responsible for vendor support; responsible for client administrative support.
• Responsible for daily accurate finalization of RedNA MAWBs and HAWBs.
• Works closely with the agents and Logistics Coordinators to correct errors entered/not entered in RedNA.
• Collects, audits, reviews and inputs agent charges.
• Manages Datamart for the branch.
• Enters missing PODs.
• Provides reporting support for the branch; assists with Auditing Reports on aging, short pays, uncommission, Datamart, adjustments; audits invoices to ensure accurate invoicing, increase cashflow and clean up outstanding.
• Works with Logistics Coordinators on routing and best practices.
• Prepares and manages PRO process for branch purchases.
• Other special projects or duties as assigned by management.

 

Supervisory Responsibilities:

• None.

 

Qualifications:

• Ability to acquire TSA certification (required).
• Outstanding customer service skills; ability to communicate concisely and effectively, both orally and in writing.

• Strong attention to detail; thorough with follow-up and follow-through; excellent problem-solving skills.
• Proficient with spreadsheets and data entry.
• Ability to multi-task and prioritize; self-motivated.
• Ability to tolerate periods of stress and adhere to deadlines.

 

Education and /or Experience:

• High School diploma or equivalent; Associate's degree in business, logistics or a related field preferred.
• A minimum of two (2) years of relevant experience; a minimum of one (1) year customer service experience.

• An equivalent combination of education and experience.

 

Language Skills:

• Excellent interpersonal and communication (oral and written) skills.
• Ability to communicate clearly and concisely in English, both orally and in writing, to all levels.

 

Computer Skills:

• Proficiency with Microsoft Office, especially Word, Excel and Outlook; extensive knowledge of Excel, including functions and pivot tables.
• Ability to quickly learn new programs/software.

 

Physical Demands:

• Sitting eight (8) hours or more per day; standing and/or walking two (2) hours or more per day.
• Eight (8) or more hours per day doing computer work.
• Ability to bend, reach and stoop.
• Ability to lift up to 25 pounds.
• Noise level can be moderate due to multiple conversations in close proximity.

 

Work Environment:

• Primarily office-based with occasional warehouse environment depending upon location and/or task.

 

Travel Requirements:

Occasional travel as needed.