Administrative Assistant, Administration and Billing

• Perform billing assistance duties in a business or corporate setting facility.
• Prepare and send invoices to clients and customers.
• Process, prepare and complete third-party invoices.
• Check and issue billing adjustments to customers.
• Check, print and validate billings and invoices.
• Track, check and process delinquent invoices.
• Perform daily closing and balancing of payments and receipts.
• Maintain and manage daily logs of transactions in an organized manner.
• Coordinate with accounts receivable and accounts payable departments
• Collect and confirm accuracy of all charges and expenses for a file to be billed
• Enter all charges and expenses for brokerage into billing system for manual rating
• Collect and scan documents into the document imaging system for billing packets and visibility
• Ensure charges are entered timely into the billing system and audit charges so DSV can bill the client (DSV routed cargo)
• Enter all charges, print invoice and mail with applicable documentation to client (Non-DSV cargo)
• Process and record direct deposits and electronic bill payments for the brokerage operation
• Confirm duty payment and bill if necessary
• Maintain customer billing matrix in the brokerage system
• Order and maintain inventory of office supplies for the brokerage operation
• Proactively identify and resolve brokerage billing related issues
• Other accounting and operational functions assigned by the brokerage manager or supervisor
• Handling office tasks, such as generating reports and presentations, setting up for meetings, and reordering supplies
• Check invoice portal and maintain follow ups on outstanding invoices with operators
• Follow up on meeting tasks and completion
• Conduct regular reviews and audits to assess compliance with regulations and internal procedures.
• Assist in identifying areas of non-compliance and recommend appropriate actions.
• Maintain up-to-date knowledge of relevant regulations and industry best practices.
• Assist in investigating compliance-related incidents and violations.
• Collaborate with cross-functional teams to ensure compliance across various departments.
• Support the maintenance of compliance documentation and record-keeping.
• Identify and evaluate potential suppliers based on quality, cost, reliability, and other criteria.
• Build and maintain strong relationships with suppliers to ensure favorable terms and conditions.
• Negotiate pricing, terms, and contracts with suppliers to secure the best value for the company.
• Review and analyze contract terms to mitigate risks and ensure compliance with company policies and regulations.
• Manage the end-to-end procurement process, including requisition, purchase order issuance, and supplier performance evaluation.
• Ensure compliance with procurement policies, procedures, and regulations.
• Monitor and analyze procurement costs to identify cost-saving opportunities and improve efficiency.
• Implement strategies to optimize costs while maintaining quality standards.
• Collaborate with internal stakeholders, such as logistics, operations, and finance teams, to understand procurement needs and requirements.
• Coordinate with suppliers to ensure timely delivery of goods and services and resolve any issues or discrepancies.
• Promote supplier diversity and sustainability initiatives by identifying and engaging with diverse and sustainable suppliers.
• Incorporate sustainability criteria into supplier selection and evaluation processes.
• Identify and assess procurement risks, such as supply chain disruptions, quality issues, and regulatory compliance.
• Develop risk mitigation strategies and contingency plans to minimize potential impacts.
• Track and report key procurement metrics, such as cost savings, supplier performance, and compliance.
• Provide regular updates and analysis to management on procurement activities and performance.
• Assist with employee onboarding and STA application and maintenance.
• Cross Train to help other office roles in Export and Import administration.
• Manage Customs list for national Import team

• High school diploma or equivalent required
• Associate's or bachelor's degree in logistics, supply chain management, or a related field preferred
• At least 3-5 years of experience in a warehouse or logistics environment, with at least 1-2 years in a supervisory or leadership role
• Experience with inventory management, shipping and receiving, and order fulfillment

• Strong leadership and interpersonal skills, with the ability to effectively communicate with staff, customers, and other stakeholders
• Solid understanding of warehouse operations, inventory management, and logistics processes
• Attention to detail and the ability to manage multiple priorities in a fast-paced environment
• Strong problem-solving and analytical skills

• Supervises and trains warehouse staff

• Bachelor's degree in logistics, business, or a related field
• Certification in warehouse management or related field

• Fluent in English (oral and written)

• Proficient in Microsoft Office and other relevant software applications
• Experience with warehouse management systems and inventory management software preferred

DSV