Executive Administrative Coordinator
2 weeks ago
We are seeking a dedicated and proactive Administrative Assistant to support our operations in a dynamic shipping organization. This role will directly assist the VP of Operations and contribute to the overall efficiency of our office.
Key Responsibilities:
- Administrative Duties:
• Inputting and managing invoices, including FedEx and other vendor invoices as assigned.
• Securing necessary approvals for financial documents as directed by the finance team.
• Monitoring and addressing vendor-related issues as they arise.
• Responsible for scanning and uploading essential documents to our shared server.
• Handling customer disputes through the Amazon portal effectively.
• Assisting with the management of interbranch transfers.
• Engaging in various projects as assigned. - Office Management:
• Organizing and timely ordering of office supplies.
• Managing the call queue to ensure customer service calls are addressed promptly.
• Generating ad hoc reports and spreadsheets as needed.
• Being cross-trained in various functions to provide backup support.
• Welcoming visitors and managing the reception area.
• Sorting and distributing incoming mail while processing outgoing correspondence.
Qualifications:
• A college degree or diploma in Finance or relevant experience in accounts payable/receivable.
• Prior experience in an administrative role within an office environment is preferred.
• Familiarity with ERP systems is an asset.
• Strong communication skills for interacting with internal and external stakeholders.
• Ability to handle multiple tasks and manage a high workload effectively.
• Capability to work independently as well as collaboratively within a team.
• Excellent organizational skills, attention to detail, and time management abilities.
• Proficiency in Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook.
• Strong prioritization skills, initiative, and the ability to maintain confidentiality.
PeopleShare is committed to providing equal employment opportunities to all individuals without regard to any protected status. This commitment extends to all aspects of employment, including recruitment, hiring, promotion, and training.
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