Administration Assistant

Job Description

Job Description

We are seeking an Administration Clerk (Coordinator & Processor of Carrier Invoices) to become an integral part of our team!

Responsibilities :

• Accurate preparation and management of documents
• Index and store document files onto a Network Storage System
• Scanning documents accurately into the correct files
• Attention to detail and accuracy is critical.
• Resolve incorrect invoices

Qualifications :

• Strong written and verbal communication skills
• Ability to problem solve
• Work well under pressure with deadlines
• knowledge of bills of lading and carrier invoices.
• Excel through through SharePoint
• knowledge of Transportation enterprise system is helpful
• Ability to prioritize and multitask

Company Description

We care about the people we hire and you are what drives our success. You work independently and yet collaboratively when you need help.

If you succeed so does the team. We believe that you are the key to your success and we want to support that.

Key Responsibilities

Act as first point of contact with all vendors regarding payment

Effectively communicate and liaise with vendors and Operations departments to resolve all A / P inquiries and discrepancies.

Respond to vendor inquiries in a timely and professional manner.

Review and monitor A / P aging.

Call or email vendors for their invoice and back up documents (POD / BOL) to speed up the invoicing process.

Manage weekly cheque runs produces and reviews cheques, EFTs and other electronic payments plus prepare vendor cheques for mailing.

Print and prepare documents for scanning, either manually or paperless.

Review vendor submitted documents including BOL / POD making sure the documents received match the enterprise transportation management system and resolve any discrepancies.

Identify relevant reference numbers from the invoice to the enterprise transportation management system, review agreed to rates and vendor information

Prepare documents for the billing process, making sure AR and AP balance to GL codes making any necessary adjustments with respect to receivables and payables accounts.

Label documents and scan to the enterprise transportation management system and then distribute documents.

Once invoices have been checked, update billing, accrual and audit registers making sure all information is correct and GL distribution is accurate.

Input invoice information, upload documents and process invoicing through external customer portals.

Mandatory Qualifications & Skills

Attention to detail is paramount.

Two to five years’ experience in invoicing and accounts payables.

Transportation experience in trucking or logistics is a plus.

Effective communication and problem-solving skills are required on a daily basis.

A desire to learn and continuously improve.

Company Description

We care about the people we hire and you are what drives our success. You work independently and yet collaboratively when you need help.

If you succeed so does the team. We believe that you are the key to your success and we want to support that. r nKey Responsibilities r nAct as first point of contact with all vendors regarding payment r nEffectively communicate and liaise with vendors and Operations departments to resolve all A / P inquiries and discrepancies.

r nRespond to vendor inquiries in a timely and professional manner. r nReview and monitor A / P aging. r nCall or email vendors for their invoice and back up documents (POD / BOL) to speed up the invoicing process.

r nManage weekly cheque runs produces and reviews cheques, EFTs and other electronic payments plus prepare vendor cheques for mailing.

r nPrint and prepare documents for scanning, either manually or paperless. r nReview vendor submitted documents including BOL / POD making sure the documents received match the enterprise transportation management system and resolve any discrepancies.

Identify relevant reference numbers from the invoice to the enterprise transportation management system, review agreed to rates and vendor information r nPrepare documents for the billing process, making sure AR and AP balance to GL codes making any necessary adjustments with respect to receivables and payables accounts.

r nLabel documents and scan to the enterprise transportation management system and then distribute documents. r nOnce invoices have been checked, update billing, accrual and audit registers making sure all information is correct and GL distribution is accurate.

r nInput invoice information, upload documents and process invoicing through external customer portals. r nMandatory Qualifications & Skills r nAttention to detail is paramount.

r nTwo to five years’ experience in invoicing and accounts payables. r nTransportation experience in trucking or logistics is a plus.

r nEffective communication and problem-solving skills are required on a daily basis. r nA desire to learn and continuously improve.