Regional Administrative Assistant I - Chicago, IL

Job Description

The Regional Administrative Assistant is responsible for assisting and supporting the Regional Vice President of Sales, Enterprise Sales, or Operations in all administrative duties and other assigned tasks.

Responsibilities

• Coordinate voluntary temporary workers (travel, hotel, and communication).
• Work with ABF and ArcBest support departments to establish and maintain standard operating procedures for all administrative processes.
• Schedule meetings and employee reviews between RVPO/RVPS and regional personnel.
• Manage rosters for all corporate and regional training sessions; coordinate travel and meeting arrangements for attendees.
• Disseminate information to service centers and/or other regional offices regarding monitored accounts.
• Audit and close AFEs upon payment completion.
• Upon request, evaluate costing of shipments for DSM/RVPS revenue reduction consideration.
• Manage one-time-payment process within HCM system.
• Coordinate regional employee recognition and gifts including trophies, awards, etc.
• Verify monthly variable compensation eligibility and payments for RVPO approval.
• Act as point of contact for regional and field personnel for general questions, issues, and administrative procedures.
• Create and manage comprehensive daily, weekly, and monthly regional reports; compile and verify for accuracy before providing to sales and operational leadership.
• Coordinate and manage regional meetings including but not limited to locating venues, negotiating contracts, coordinating guest speakers, and attending the meetings to handle any unexpected issues.
• Collaborate with regional peers on field procedures, changes to SOPs, new systems, and pilot projects.
• Oversee promotion and new hire process for non-union personnel and act as Final Reviewer on all management personnel hiring decisions.
• Maintain document retention and updates for regional office.
• Complete security questionnaire during hiring and promotion processes for management personnel.
• Act as delegate for RVPO and RVPS on HR, Recruiting, and expense report systems.
• Control, allocate, and audit season ticket resources for customer use.
• Act as point of contact for all ABF and ArcBest support departments regarding regional matters.
• Design and support PowerPoint presentations for use by regional personnel.
• Assist People and Culture team with Management Training Program recruiting, training, and travel; maintain recruitment materials and manage shipping schedule.
• Direct and/or assist customers who contact the regional office regarding CX issues.
• Assist with processing compensation changes for management employees.
• Communicate information regarding product launches to all necessary parties.
• Request security changes and exceptions for employees (dual access during transition period, security access outside of normal job title/location, etc.).
• Lead project management of all regional events, meetings, and training sessions.
• Coordinate with service centers to rescue distressed shipments, research root cause and reason for rescue, determine which service center is at fault for charging purposes, and in the case of RVPO being unavailable, authorize corporate personnel to move forward with shipment rescue.
• Create and submit Service Center Operations and Sales AFEs: process and approve regional invoices for payment; oversee all invoicing administrative processes including approval communications between SCM and RVPO, DSM and RVPS.
• Manage regional contracts using CREX system; ensure proper approvals before presentation to customers and/or vendors.
• Compile relevant data for RVPO/RVPS for their decision-making process regarding promotions, relocations, pay increases, and hiring decisions.
• Coordinate corporate sales events such as Duck Club visits and other customer events.
• Other duties and projects, as assigned.
  
  

Requirements

Education:

• Bachelor's Degree, preferred
  
  

Experience

• 2 years experience with ABF or ArcBest, preferred, or comparable experience in the LTL industry.
  
  

Computer Skills

• Proficient in Microsoft Office Suite.
• Knowledge of ABF/ArcBest resources including intranet, Reports Portal, P&L, Winja, PACE, Omega, Oracle, and Teams
  
  

Additional Requirements

• Must be detail-oriented and enjoy a fast-paced, multi-tasking, customer service minded environment
• Must be able to work well in team setting to accomplish department and CX goals in a reliable and efficient manner
• Must display sense of urgency, ability to work under pressure, with attention to detail
  
  

Competencies

• Accuracy and Attention to Detail
• Effective Communications
• Initiative
• Interpersonal Relationships
• Managing Multiple Priorities
• Planning and Organizing
• Standard Operating Procedures
• Teamwork
  
  

Other Details

Work Hours

• Generally, 8:00 am - 5:00 pm with occasional irregular hours depending on workload.
  
  

Travel Requirements

• Occasional (25%-50%)
  
  

Compensation

• This is an hourly position paid biweekly.
  
  

This position may be based in one of several locations and is being posted accordingly. Please note that only one candidate will be selected for this role.

About Us

ArcBest® is a multibillion-dollar integrated logistics company that helps keep the global supply chain moving. We offer ground, air, and ocean transportation through various capacity providers, including our LTL carrier ABF Freight®, our truckload service MoLo®, and our expedite fleet, Panther Premium Logistics®. Through our managed solutions, we partner with customers to create logistics strategies that increase operational efficiencies, reduce costs and give better insights into their supply chains. We also offer moving services through U-Pack®. Our technology and innovations team, ArcBest Technologies, provides custom-built solutions, leading-edge technology, and advanced analytics that help support our customers and optimize supply chains. Want to join the ArcBest team? We're looking for top talent who supports our values-driven culture and is driven to deliver an excellent customer experience.