US|Administrative Assistant|Contractor

Fleet Payables Admin

The industry leader in Snacks and Beverages, has an opening for temporary fleet administrators with potential to become full time roles. This role is to provide support to the field fleet teams. The nature of the work is proactive and must be able to alert key stakeholders quickly. This role is responsible for accounts payable and invoice processing for fleet expenses and includes closing work orders in maintenance system, scorecard, and issue resolution.

Accountabilities:

• Responsible for accounts payable and administrative duties
• Invoice payment and processing in accordance with company and department financial practices
• Conduct reconciliations and statement reviews and resolve any discrepancies
• Proactive tracking and customer alerts for known anticipated payment or warranty concerns
• Resolve any vendor or customer inquiries
• Financial and payables reporting to key stakeholders
• Assist in developing and delivering department reports and scorecards
• Weekly/Period financial reporting to key stakeholders
• Develop team and department standard operating procedures and identify improvement opportunities
• Additional duties as assigned by Manager

Scope of Interactions:

50% Internal a collaboration with field customer, fleet technicians, managers, and payables team 50% External daily interaction with vendors for payables process and issue resolution

Position Level: L02 equivalent

• High School diploma or GED
• Minimum of 2 years' experience in admin support and fleet operations
• Ability to effectively communicate in a professional and constructive manner internally and with suppliers
• Ability to learn and update multiple accounts payable systems
• Basic knowledge and understanding of private fleet operations with the desire to grow and learn in line of work
• Must have strong analytical and problem-solving skills in order to formulate effective action plans to deal with issues proactively
• Collaborate with peers to balance daily workloads and support the business
• Willingness to embrace change and all other assigned duties for the greater good of the team
• Produce/review various performance reports to drive results
• Strong attention to detail
• Flexible and able to work under pressure to include tight deadlines and multiple projects with strong organizational skills
• Able to manage several tasks simultaneously
• Proactively work to organize, respond to needs and anticipate what is needed by the individuals for whom she/he supports
• Ability to work independently and with a team collaboration-based approach to decision making
• Manage communications through phone, email, fax, mail, etc.
• Advanced/Proficient Computer Skills (Outlook, Word, PowerPoint, Excel)
• Strong passion for customer service and fleet excellence
• Ability to effectively interact and build a favorable business relationship with internal and external customers
• Able to assist with account management duties
• Strong team player and committed to teamwork in all situations
• Excellent written and oral communications skills
• Demonstrated ability to leveraging system and tools