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Administrative Assistant (Oil Services & Logistics)

Company: Heritage-Crystal Clean
Location: Elgin
Posted on: April 16, 2019

Job Description:

JOB DESCRIPTION

PURPOSE: The Logistics Administrative Assistant performs diversified clerical and administrative duties in conjunction with other department personnel to meet daily requirements and strategic goals of the department and organization. This position helps support the efficient operation of the department and supports the team through a variety of tasks related to organization and communication. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.



ESSENTIAL DUTIES:

* Develop a good rapport with employees, service partners and provides outstanding support & customer service

* Manage and process transportation related invoices and support the department to include but is not limited to:

* Coding of invoices to the proper segment and line of business and account number

* Partner with Accounts Payable for invoice investigations and the Logistics Specialists where needed to validate charges

* Invoice aging review

* Transportation detention validation

* Manages CC_Trans_Invoice email inbox for invoicing and inquiries

* Process, code and submit for approval RSI accessorial invoices

* Process, code and submit for approval Transflo rail freight invoices

* Reconcile, review and validate over-the-road driver expense reports

* Compiles and prepares carrier scorecards

* Presentation support and data gathering

* Produce various reports in support of the team and our internal customers

* Daily rail demurrage tracking at Company s various rail hotspots

* Compile and enter weekly inventory information from various facilities onto Company s Intranet Portal

* Organize various invoices in support of the oil depot operations



OTHER DUTIES

* Other duties as assigned by management

JOB REQUIREMENTS



POSITION QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The following requirements are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.



CORE COMPETENCIES

* Ability to maintain confidential information

* Strong communication skills both written and oral

* Ability to work in a fast-paced environment by:

* Appropriately prioritizing work load

* Multitasking

* Completing high volumes of transactions accurately

* Excellent follow up and organizational skills

* Ability to recognize outliers and potential cost issues/opportunities that should be brought to management s attention

* Present a positive image of Heritage-Crystal Clean to fellow employees, external contacts, the public



WORK EXPERIENCE

* 3-5 years of experience minimum

* Experience in transportation administration preferred



EDUCATION, CERTIFICATES, LICENSES, OR DESIGNATIONS

* High School Diploma required

* Bachelor s Degree preferred



SPECIFIC SKILLS

* Proficient in Microsoft Office applications

* Strong use of excel necessary

* Organized

* Strong follow through



WORK ENVIRONMENT: While performing essential duties of this position an individual regularly works indoors, and may be required to sit for long periods. Individual will be required to regularly talk, hear, see and often reach with hands, stand, walk, use a computer keyboard, mouse, telephone, and other office equipment. Noise level of the environment is generally quiet. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

HERITAGE CRYSTAL CLEAN LLC IS AN EQUAL OPPORTUNITY EMPLOYER. WE STRONGLY ENCOURAGE WOMEN, MINORITIES, INDIVIDUALS WITH DISABILITIES AND VETERANS TO APPLY.

Keywords: Heritage-Crystal Clean, Elgin , Administrative Assistant (Oil Services & Logistics), Professions , Elgin, Illinois

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