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Director of Administration

4 months ago

Chesapeake, United States Givens Full time

Givens is Driven to Deliver - both for our customers and our employees. Since 1957 we have provided our customers with a single source solution for warehouse, distribution, transportation, packing and crating and air freight services. We have been growing significantly over the last few years and continue to grow at a rapid pace.

The Director of Administration within our Transportation division is a technical role requiring the ability to understand technical capabilities of existing systems (TMS/Accounting/Fuel/ELD) and identify areas where improvements can be made. This individual will be identified as a 'Super User' of our systems and will act as an intermediary between Operations, System Vendors, and Givens IT team where applicable. The role has overall responsibility for leading Givens Transportation's Administrative team supporting functions including Invoicing, Driver Settlement Processing, Customer Account Management, IFTA Coordination, Independent Contractor Escrow and Maintenance accounts, Cargo Claims, and TMS Master Data management. This role will interact daily with the Operations Teams, Givens' Safety & Compliance, External Customers, Givens' Accounting and Human Resources. While processes are in place, the Director of Administration is expected to review existing processes and implement controls to further ensure accuracy and efficiency.

Responsibilities

  • Prepare and review financial and operational reports and schedules to ensure accuracy and efficiency
  • Analyze internal processes, recommend and implement procedural or policy changes to improve operations, such as supply changes or the disposal of records
  • Direct or coordinate interactions with federal and state agencies, Steamship Lines and other organizations as needed
  • Develop operational standards and procedures for the work unit or department
  • Establish work procedures or schedules to organize the daily work of administrative staff
  • Learn to operate new office technologies as they are developed and implemented
  • Manage paper or electronic filing systems by recording information, updating paperwork, or maintaining documents, such as attendance records or correspondence
  • Meet with other departmental leaders to establish organizational goals, strategic plans, objectives, and determine personnel, resources, and space or equipment needs
  • Oversee payroll functions, such as maintaining timekeeping information and processing and submitting payroll
  • Hire clerical and administrative personnel
  • Supervise administrative staff and provide training and orientation to new staff
  • Engaging with Internal and External parties to manage EDI/API connectivity
Requirements
  • Mathematics - Knowledge of arithmetic, algebra, statistics, and their applications
  • Financial Acuity - Functional understanding of Accounting Principles (Cost Centers, General Ledger Accounts, Cash Application, etc.)
  • Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Technology /Systems - Past Experience with and understanding of Transportation Management Systems (TMS), Microsoft Excel (Pivots, Lookups, Functions/Formulas), Microsoft Office 365 Environments (SharePoint, Teams, OneDrive, etc.)
  • Reporting & Analytics - Understanding of analyzing and summarizing transactional data sets
  • Logistics - Foundational understanding of Asset Motor Carrier Operations ideally to include both Drayage Operations and Over the Road Van/Reefer operations
  • Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
  • Service Orientation - Actively looking for ways to help people
  • Reading Comprehension - Understanding written sentences and paragraphs in work-related documents
  • Time Management - Managing one's own time and the time of others
  • Speaking - Talking to others to convey information effectively
  • Coordination - Adjusting actions in relation to others' actions to include internal and external customers and vendors
Past Experience Required:
  • 2 Years Experience with a For-Hire Asset Motor Carrier
  • 1 Year Supervisory/Management Experience
  • High School Diploma Required, Post-Secondary Degree Preferred
Benefits
  • Health Care Plan (Medical, Dental & Vision)
  • Retirement Plan (401k)
  • Life Insurance (Basic, Voluntary & AD&D)
  • Paid Time Off (Vacation and Holidays)
  • Short Term & Long Term Disability