Administrative Coordinator

Overview:

The Administrative Coordinator is responsible for a collection of responsibilities which must take place. These responsibilities may in fact be shared amongst Administrative Coordinators and each coordinator should be cross trained and conversant on how to effectively complete all required tasks. The Administrative Coordinator is a multi-faceted role that supports the functions of Finance, Billing Operations, Payroll, Human Resources, DOT Compliance, Legal, Labor Relations, and other Vestis departments.

Responsibilities/Essential Functions:

--On site Billing responsibilities:

Complete new customer setup requests in an accurate and timely manner. Complete customer setup audits to ensure accurate invoice billing for accounts. Complete customer invoice maintenance requests of various types and levels of difficulty. Complete customer contract audits to ensure contract compliance standards are met. Log compliance issues as needed and follow through to issue resolution. Complete Special Projects and Strategic requests requiring a high level of analytical thinking, problem solving skills, and data manipulation via Excel.

--On site Payroll responsibilities:

Support the Payroll Group Processor in the processing of payroll weekly including, but not limited to, the tracking time and attendance, reporting commissions, and other related payroll in accordance with company policy and our on-site collective bargaining agreement(s).  Forward and/or post all notices from Central, Regional management and the Group Processor to the market center employees with regard to Company Policy, Payroll, HR and Compliance practices. Review and maintain the time and attendance system.

--On site HR responsibilities:

Implement new administration procedures and forms as directed by the Group Processor, HR management and Finance.  Maintain existing employee Personnel files, DOT, OSHA, and other H/R compliant record keeping as directed by Finance or Human Resources.  Support New Hire Orientation and compile New Hire packets according to Central Office Guidelines in cooperation with the Group Processor.

--On site accounting responsibilities:

Review, Support and Maintain the Management Reports including, but not limited to, the Gain & Loss report in Field Management Reporting, monthly inventory, and the monthly API review.  Further support the business process around accurate inventory counts, safety and API reviews. Log import taxes, manage a check register and prepare/submit accounts payable invoices (where applicable).

--On site Office responsibilities:

Support the Daily Office functions by ordering supplies through iProcurement, ordering business cards, ordering computers for new employees & attending to the Front Desk.

--On site Functional Responsibilities:

Support Management Reporting within the MC by providing reports to the Management team. Communicate efficiently and effectively with Market Center Management team regarding additional information requirements or non-compliance issues. Assist the Market Center with questions on process/policy updates and changes to increase their level of understanding and acceptance of these changes. Support Market Center in high transactional ad-hoc requests requiring, at times, a high level of analytical thinking and problem solving skills. Complete all other projects as requested.

Knowledge/Skills/Abilities:

Strong oral and written communication skills required. Fluent in English and Spanish - verbal and written.  Ability to develop and maintain a positive working relationship with others. Detail oriented, ability to multi-task, with strong organizational skills are required. Process oriented, however at times, flexible. Ability to easily adapt to rapidly changing work environment. Ability to coordinate multiple projects with deadlines and changing priorities, occasionally on short notice. Proficient alpha/numeric data entry. Proficient in Microsoft Office Word, Excel, and Outlook. High level of organizational skills, integrity and accuracy. Strong attention to detail is a must. High level of analytical and problem solving skills. Strong basic math skills. Strong time management and prioritization skills. Must be able to work independently with minimal oversight. Experience with Oracle Business Suite, a plus.

Working Environment/Safety Requirements:

No special physical requirements for this position. Position is situated in an office environment. 

Experience:

Related Work Experience 1-5 yrs. preferred; Billing experience, Microsoft Suite Experience, specifically Excel required.

Education:

2 year degree preferred but not required.

Environment:

Office setting.

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