Title : Associate, Contracts Administration & Payroll

Status : Full-time, Non-Exempt

Reports To : Director of Administration with dotted line to HRIS Analyst

Location : Norfolk, VA

T. Parker Host is a century-old maritime company known for going above and beyond for our customers as both ship agents and terminal operators.

We leverage our network of exceptional team members, assets, data-driven analytics and deep industry knowledge to add value to diverse cargoes throughout the supply chain.

HOST’s customer-tailored solutions and deep industry knowledge have led us to new undertakings and exponential growth. We now have over 20 agency, terminal and stevedoring operations throughout the U.

S. East and Gulf coasts, all positioned to offer the exceptional level of service we’ve been providing for 100 years driven by data, experience and our core principles.

Position Summary : The position is responsible for supporting contracts administration as well as various administrative functions across the organization.

This position also performs payroll processing back-up duties. The role will be one hundred percent based in HOST's downtown Norfolk office space.

Remote work is not available.

Essential Responsibilities and Duties

Contracts Administration

• Input and maintain customer records in NetSuite
• Schedule and conduct Hand-Over calls with Commercial and Accounting Teams for new Customers / Agreements
• Maintain contract filing system
• Monitor and schedule alerts for deadlines for contract renewals, escalations and revisions
• Issue contract annual & quarterly fuel escalations
• Coordinate with accounting on matters related to contract billings
• Issue Sub-Projects for terminal locations as applicable
• Work with other departments on special projects as needed

Payroll

• Act as back-up to HRIS Analyst and perform secondary review for semi-monthly payrolls
• Perform various payroll duties including but not limited to, responding to emails and employee inquiries, reviewing employee profiles and timecards, processing payroll data and inspecting output reports, running standard and custom reports, completing payment requests for 401K / HSA, and assisting with other deductions such as levies and garnishments
• Provide customer support to Accounting, HR, Agency and Terminal Operations teams
• Maintain confidentiality and exercise discretion at all times

Administrative Support

• Maintain Outlook calendars and correspondence
• Assist with project assignments and office events
• Coordinate logistics for off site functions
• Word processing, spreadsheet and PowerPoint presentations
• Create and maintain databases
• Maintain electronic files
• Coordinate domestic and international travel arrangements
• Prepare expense reports
• Maintain and order supplies
• Assist with licenses and permits, leases, file management, insurance, and fleet management.
• Work cross-departmental on special projects
• Other duties as assigned

Education, Knowledge, Experience, Skills and Abilities Required :

• Bachelor’s degree in business administration or similar field of study preferred yet not required
• Must have working experience in MS Office Suite (Outlook, Word, Excel, PowerPoint)
• Experience in payroll a plus.
• Strong interpersonal, verbal and written communication skills
• Ability to multitask while staying organized and incredibly detail-oriented
• Personable team player, self-motivated, independent worker, professional and discreet
• Ability to handle multiple projects in a fast-paced environment

Physical Requirements :

• Job performance will normally require only minor lifting and carrying of boxes of records or equipment.

Last updated : 2024-05-23