Administrative Assistant I

DHL Supply Chain•Lebanon, PA

About The Position

DHL Supply Chain is hiring an Administrative Assistant I to provide personal secretarial services and administrative assistance, exercising initiative and judgment while working independently under the general direction of the General Manager. The role provides administrative and clerical support, including records management, billing, payroll, personnel records, and advanced support for senior management. It also provides associates with courteous, responsive, and accurate information. The position is scheduled Monday through Friday, 7:00 a.m. to 5:00 p.m., with pay of $55,000 per year. The ideal candidate is bilingual in English and Spanish, highly organized, attentive to detail, a team player, and able to communicate clearly verbally and by email. DHL Supply Chain offers medical, dental, and vision coverage beginning on the 30th day, paid holidays and vacation through its PTO program, a 401(k) with company match, tuition reimbursement, and training and career advancement opportunities.

Requirements

High school diploma or equivalent.
At least two years of experience using MS Excel, MS Word, and an email system.
Bilingual in English and Spanish.
At least three years of experience with Microsoft applications including Excel, Outlook, and Word, and payroll experience.
Strong verbal and email communication skills.
Highly organized, attentive to detail, and a team player.

Nice To Haves

Three years of related experience, preferred.
Two years of accounts payable and accounts receivable experience, preferred.
Previous experience with Warehouse Management Systems (WMS), Oracle, Kronos, and/or SmartTime.

Responsibilities

Manage accounts payable and accounts receivable processes.
Obtain purchase orders, validate and process invoices, and contact vendors about discrepancies.
Review, transmit, and manage weekly payroll, reconciling any issues.
Assist the General Manager with the month-end close process.
Type correspondence and reports from rough drafts and edit grammar, punctuation, and spelling as needed.
Use judgment and initiative to determine an approach or action in non-routine situations.
Screen telephone calls and visitors, redirecting them when appropriate, and provide callers with accurate information courteously and promptly.
Handle confidential administrative details and make independent decisions as needed.
Prepare confidential and specialized recurring reports, including reports involving financial data.
Produce reports, presentations, proposals, and other documents.
Maintain confidential filing systems and establish, maintain, and revise supervisor files as necessary.
Maintain the manager’s calendar and schedule meetings and appointments.
Arrange travel and hotel accommodations and compile and submit expense reports.
Open and review mail directed to management staff, compose responses to routine inquiries, and route or delegate other items appropriately.
Coordinate high-level, business-unit-wide, associate, and customer meetings.
Serve as a central communication point for associates regarding human resources and associate-relations matters.
Delegate routine duties to one or two clerical associates and follow up on assignments delegated to subordinate managers.
Operate office equipment, including fax machines, copiers, printers, and binding machines.