Accounting & Administrative Assistant

SUMMARY DESCRIPTION: 

Support with the management and review of all accounting functions and activities according to company requirements by providing quality financial clerical and administrative services.    

Responsibilities 

• Review all service provider invoices for appropriate documentation provisions and approval prior to payment. 
• Ensure proper and timely entry of invoices check requests etc. into financial systems. 
• Monitor and manage accounts including statement reconciliation to ensure the timely payment of all open invoices.
• Review data to identify unresolved payment issues gaps in internal and external processes and payment trends. 
• Proactively identify challenges in our payment and billing processes and assist the network in developing action plans to improve. 
• Promote compliance in diligently following all company policies and regulations and performing the task at hand with outstanding integrity and pride. 
• Effective communication with each vendor service provider and district on all open invoices with escalations on items that are at-risk or past due. 
• Build and maintain strong collaborative relationships with vendors and the internal network.
• Update internal systems with detailed notes listing actions and timely follow-up.
• Ensure service provider profiles are kept current and reflect corporate requirements. 
• Respond to all service provider inquiriesand reconcile vendor statements monthly and quarterly.  
• Research reconcile and resolve invoice discrepancies.
• Assist with other projects ad-hoc data analysis and other tasks as assigned by the management team. 
• Display willingness without request to aid and assist team members. 
• Works with internal customers in Operations to provide support and assist with cost accounting and billing.
• Support with branch administrative functions including but not limited to:
  • visitor management
  • arrange travel itineraries
  • assist with special projects and company events
  • sales operations
  • order and restock office supplies

Physical Demands 

This section lists the physical demands required of this job and may be edited to the specific job role. 

• Use of standard office equipment - a computer with keyboard and mouse phone fax/copy/scan machine etc. 
• Write with pencil/pen/marker.
• Functions performed primarily while seated at a desk.

Expeditors Key Performance Expectations : 

• Exceptional Customer Service:
  • Exceeds customer expectations by anticipating understanding and meeting needs. Is proactive and when issues arise is timely and resolute in solving problems including escalating to management when necessary.
  • Builds rapport and exhibits empathy during interactions and consistently strives to improve customer satisfaction with customers. (This skill expectation applies both externally (customers service providers) and internally (other Expeditors offices/employees). 
• Job Execution:
  • Consistently completes quality work that matches job expectations.  Is committed to operational excellence and continuous improvement for own job function and across the network.  All activities are compliant with company policies/procedures and code of business conduct and with government regulations. 
• Reliability: 
  • Consistently meets deadlines. Is punctual and can be relied on for planning purposes. Is organized manages own time effectively and can prioritize. 
• Collaboration:
  • Displays a willingness to accomplish not only his/her own job responsibilities without the need for constant prodding but is willing without request to aid and assist others to the benefit of the company and/or customers. Works in harmony with superiors and fellow workers without incident or delay.
• Communication: 
  • Effectively listens to others and communicates (verbal and written) in a professional manner both internally and externally. Provides relevant and timely information to co-workers customers and service providers.  Answers phone calls and respond to voicemails emails and other communication according to Expeditors standards. 
• Culture: 
  • Exhibits and promotes the companys 10 cultural attributes: Appearance Attitude Confidence Curiosity Excellence Integrity Pride Resolute Sense of Humor and Visionary. 
• Personal Growth and Development:
  • Participates in training within the companys guidelines completing at least 52 hours of relevant training per year. Completes required training in a timely manner with minimal reminders. Pursues professional development goals for self including participating in a development plan as appropriate.

Qualifications :

This section lists desired qualifications for the job and may be edited to the specific job role.  

• Technically proficient and have strong accounting analytical and research skills.
• Excellent organization skills and detail oriented.
• Motivated self-starter and work with urgency.
• Ability to thrive in a fast-paced and dynamic environment.
• Proficient in MS Office applications (specifically Excel) and financial query tools (Hyperion Financial Management is a plus).
• Excellent written and oral English communication skills.
• Experience working with the Microsoft Word Excel OneNote and Outlook.

Additional Information :

Pay range for this position is $24 - $26/hour

Expeditors offers excellent benefits

• We offer a position for 40 hours a week (fulltime).
• You will be part of a professional/international open enthusiastic team and environment.
• You will receive a personalized development plan with a diversity of training methods.
• There will be career opportunities within the company (local regional and globally).
• There is an option to take part of our Employee Stock Purchase Plan.
• We offer a diverse benefit package.

Remote Work :

No

Employment Type :

Full-time