GLOVIS America, Inc.
Administrator - National General Affairs (VPC Operations Support)
GLOVIS America, Inc., Montgomery, Alabama, United States, 36136
VPC Operations Support - Administrator - National General Affairs - MA
This position is responsible for all purchasing activities for the AL VPC. It works closely with the GA team analyst for proper AP processing, collaborates with vendors to obtain quotes and statements, and ensures timely payments. The administrator will also coordinate with the HQ accounting and treasury department for all month-end requirements and will manage major FM projects with the FM department.
Benefits: High School Diploma Preferred, but NOT Required. Medical, Dental, Vision Insurance. 100% Company Paid Life & Short-Term Disability. 14 Paid Holidays. 80 Hours Vacation. 40+ Sick. 401K with generous match. Tuition Reimbursement. Auto Allowance. Wellness Reimbursement up to $50/month. Referral Bonus. Team wear incl safety shoes. Discretionary Bonus. Years of Service Awards.
Summary This position is responsible for all purchasing activities (including investments) for the AL VPC. Work and coordinate with GA team analyst for proper AP processing, work with vendors to obtain quotes, statements and ensure payments are processed in a timely manner. GA administrator will collaborate with HQ accounting and treasury department for all month end requirements for GA for the MA VPC. This position will also coordinate with Facility Maintenance (FM) on all major FM projects.
Responsibilities
Primary Prepare General Affairs bills for the accounting department using the PR/TR system and SAP. Ensure all aspects of invoices are correct and accurate before submission into the PR/TR system.
Review Purchase Orders (PO) for accuracy and obtain quotes. Continuously check multiple sources for best price options and communicate with requesters regarding POs. Convert purchase order (PO) to purchase request (PR) and obtain approvals before purchasing.
Track and analyze purchases for approval, spending and outstanding invoices.
Work with vendors to obtain statements and ensure accounts are paid and kept current.
Prepare weekly invoice packet for accounting department for processing.
Complete all Month End Reports; Monthly AP Accrual, Investment summary and Inventory report as required.
Track credit card purchases, analyze statement for discrepancies, balance statement and prepare monthly credit card reconciliation.
Investment related purchase including gathering investment information and prepare investment approval packet.
Analyze aging AP activity and resolve with the appropriate procedures per the GA policy.
Coordinate with VPC Operations Support department and FM department on contract negotiations with customer and vendors.
Secondary Receive packing slips and ensure items are received as ordered. Alert requester items have arrived.
Track MA VPC FM programs to ensure timely payments and projects within budget.
Prepare investment approval packet (including gathering information from operations, obtaining quotes from vendors).
Process disposal of assets.
Responsible for ensuring all assets are properly tagged and manages master asset list.
Responsible for team wear process (obtaining sizes, ordering, distributing to team members).
Order Uniform for new hires and anniversary, and maintain log.
Special projects as requested by local management and HQ
Other duties as assigned.
Skills
Excellent written and verbal communication skills.
Basic knowledge of MS Excel, Word, PowerPoint, and Outlook, along with experience using database systems.
Detail oriented with ability to work in deadline-driven environment.
Interpersonal skills required in order to work with multiple departments.
Strong ability to identify and correct errors.
Ability to work in a fast-paced environment.
Education & Experience
High School Diploma
5 years experience required
Physical Requirements
Sit
Stand/walk
Drive
Bend/stoop
Climb, Reach above shoulder
Kneel/squat
Balance, Push/Pull
Crawl/Crouch
Lift up to 20lbs
Carry up to 20lbs
Working and Environmental Conditions This position works in a office/warehouse setting. Exposure to outdoor weather. Exposure to gas, fumes, and vehicle exhaust. Operating computers, printer, scanners.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
The information contained herein is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of skills and abilities required to do the job. Glovis America, Inc. reserves the right to alter and change this job description at any time without notice based on business needs.
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Benefits: High School Diploma Preferred, but NOT Required. Medical, Dental, Vision Insurance. 100% Company Paid Life & Short-Term Disability. 14 Paid Holidays. 80 Hours Vacation. 40+ Sick. 401K with generous match. Tuition Reimbursement. Auto Allowance. Wellness Reimbursement up to $50/month. Referral Bonus. Team wear incl safety shoes. Discretionary Bonus. Years of Service Awards.
Summary This position is responsible for all purchasing activities (including investments) for the AL VPC. Work and coordinate with GA team analyst for proper AP processing, work with vendors to obtain quotes, statements and ensure payments are processed in a timely manner. GA administrator will collaborate with HQ accounting and treasury department for all month end requirements for GA for the MA VPC. This position will also coordinate with Facility Maintenance (FM) on all major FM projects.
Responsibilities
Primary Prepare General Affairs bills for the accounting department using the PR/TR system and SAP. Ensure all aspects of invoices are correct and accurate before submission into the PR/TR system.
Review Purchase Orders (PO) for accuracy and obtain quotes. Continuously check multiple sources for best price options and communicate with requesters regarding POs. Convert purchase order (PO) to purchase request (PR) and obtain approvals before purchasing.
Track and analyze purchases for approval, spending and outstanding invoices.
Work with vendors to obtain statements and ensure accounts are paid and kept current.
Prepare weekly invoice packet for accounting department for processing.
Complete all Month End Reports; Monthly AP Accrual, Investment summary and Inventory report as required.
Track credit card purchases, analyze statement for discrepancies, balance statement and prepare monthly credit card reconciliation.
Investment related purchase including gathering investment information and prepare investment approval packet.
Analyze aging AP activity and resolve with the appropriate procedures per the GA policy.
Coordinate with VPC Operations Support department and FM department on contract negotiations with customer and vendors.
Secondary Receive packing slips and ensure items are received as ordered. Alert requester items have arrived.
Track MA VPC FM programs to ensure timely payments and projects within budget.
Prepare investment approval packet (including gathering information from operations, obtaining quotes from vendors).
Process disposal of assets.
Responsible for ensuring all assets are properly tagged and manages master asset list.
Responsible for team wear process (obtaining sizes, ordering, distributing to team members).
Order Uniform for new hires and anniversary, and maintain log.
Special projects as requested by local management and HQ
Other duties as assigned.
Skills
Excellent written and verbal communication skills.
Basic knowledge of MS Excel, Word, PowerPoint, and Outlook, along with experience using database systems.
Detail oriented with ability to work in deadline-driven environment.
Interpersonal skills required in order to work with multiple departments.
Strong ability to identify and correct errors.
Ability to work in a fast-paced environment.
Education & Experience
High School Diploma
5 years experience required
Physical Requirements
Sit
Stand/walk
Drive
Bend/stoop
Climb, Reach above shoulder
Kneel/squat
Balance, Push/Pull
Crawl/Crouch
Lift up to 20lbs
Carry up to 20lbs
Working and Environmental Conditions This position works in a office/warehouse setting. Exposure to outdoor weather. Exposure to gas, fumes, and vehicle exhaust. Operating computers, printer, scanners.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
The information contained herein is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of skills and abilities required to do the job. Glovis America, Inc. reserves the right to alter and change this job description at any time without notice based on business needs.
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