What are the responsibilities and job description for the Administrative Assistant position at CTC?
Accountabilities:
• Responsible for accounts payable and administrative duties
• Invoice payment and processing in accordance with company and department financial practices
• Conduct reconciliations and statement reviews and resolve any discrepancies
• Proactive tracking and customer alerts for known anticipated payment or warranty concerns
• Resolve any vendor or customer inquiries
• Financial and payables reporting to key stakeholders
• Assist in developing and delivering department reports and scorecards
• Weekly/Period financial reporting to key stakeholders
• Develop team and department standard operating procedures and identify improvement opportunities
• Additional duties as assigned by Manager
Scope of Interactions:
• 50% Internal – a collaboration with field customer, fleet technicians, managers, and payables team
• 50% External – daily interaction with vendors for payables process and issue resolution
• High School diploma or GED
• Minimum of 2 years’ experience in admin support and fleet operations.
• Ability to effectively communicate in a professional and constructive manner internally and with suppliers.
• Ability to learn and update multiple accounts payable systems.
• Basic knowledge and understanding of private fleet operations with the desire to grow and learn in line of work.
• Must have strong analytical and problem-solving skills in order to formulate effective action plans to deal with issues proactively.
• Collaborate with peers to balance daily workloads and support the business.
• Willingness to embrace change and all other assigned duties for the greater good of the team
• Produce/review various performance reports to drive results.
• Strong attention to detail.
• Flexible and able to work under pressure to include tight deadlines and multiple projects with strong organizational skills.
• Able to manage several tasks simultaneously.
• Proactively work to organize, respond to needs and anticipate what is needed by the individuals for whom she/he supports.
• Ability to work independently and with a team collaboration-based approach to decision making
• Manage communications through phone, email, fax, mail, etc.
• Advanced/Proficient Computer Skills (Outlook, Word, PowerPoint, Excel)
• Strong passion for customer service and fleet excellence
• Ability to learn and update multiple accounts payable systems
• Ability to effectively interact and build a favorable business relationship with internal and external customers
• Able to assist with account management duties
• Strong team player and committed to teamwork in all situations
• Excellent written and oral communications skills
• Demonstrated ability to leveraging system and tools
• Strong team player and committed to teamwork in all situations
• Excellent written and oral communications skills