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 inquiries and 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 company’s 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 company’s 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.