Administrative Assistant I

Administrative Assistant I

DHL Supply Chain is Hiring! At DHL, you will play a part in one of the world's most essential industries. 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.

The core responsibilities of this role include:

• Prepare and distribute daily operational and logistics reports to customers, ensuring accurate and timely communication.
• Manage payroll-related administrative processes and maintain employee records.
• Utilize Oracle and other internal systems to process employee transfers, updates, and workforce transactions.
• Create and post job requisitions through TalentReef and assist with recruiting administration activities.
• Coordinate scheduling activities to support customer and operational requirements.
• Provide administrative support across operations, human resources, and customer service functions.
• Facilitate new hire onboarding by creating employee accounts, producing identification badges, and capturing employee photos.
• Serve as a point of contact for employee and customer inquiries, delivering professional and responsive support.
• Maintain data accuracy across multiple systems and generate reports using Microsoft Office applications.

Position: Administrative Assistant I Shift: Monday - Friday 8 AM - 4 PM (Must have flexibility to work other schedules) Pay: $48k - $60k; salary non exempt

In addition to the general job description below, the ideal candidate will also possess the following skills and/or experience:

• Strong operations and logistics administration background in a fast-paced environment.
• Proficiency with Microsoft Excel, Outlook, and other Microsoft Office applications.
• Experience preparing operational, workforce, and customer-facing reports.
• Working knowledge of Oracle or similar enterprise workforce management systems.
• Experience with TalentReef or other applicant tracking and recruiting platforms.
• Payroll administration and employee record management experience.
• Knowledge of onboarding processes, including account creation, badge production, and new hire setup.
• Strong customer service, communication, and organizational skills.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Experience supporting cross-functional teams including Operations, Human Resources, and Customer Service.

Be part of the world's largest logistics company! DHL Supply Chain has been certified as a Great Place to Work in the US and Canada! Our excellent benefits packages 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 manager's 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 supervisor's files.
• Maintain manager's 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.