Administrative Assistant

Job Description

ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps. Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.

Job Description

Administrative Assistant - Westwego, LA
DISPATCH/LOGISTICS BUSINESS SUPPORT LEAD JOB DESCRIPTION

Daily
Review dispatch billing
Finals, prelims, unbilled, overlapping fleeting and on hold report.
Make sure everything is billing to customers correctly. Research and input missing traffic entries.
Track 3p revenues, analyze trends
Issue manual invoices as needed
Dispatch tickets
Any misc. invoicing needed
Track and bill Survey Crew 3P services
Issue needed credits
Boat trip updates (Done in IMS to push through revenue. Done daily but MUST always be done on the last working day of the month.)
Update spreadsheet with the list of boats and their respective boat codes
Monthly/bi-monthly
Bill lease of Convent batture
Compile and submit data for WAVE
Close out previous months billing (unbilled report)
Send Tulane Fleeting cost summary for P&L estimate
Update KPI PowerPoint
Update quarterly 3P Revenue snapshot spreadsheet
Receive Lease invoices
As needed
Monthly dispatch reports: misc. report sent regarding moves not processing for billing in IBM for inside and outside barges
Billing error report: correct if necessary and delete when complete
High-water surcharge: update as necessary
Update escalated fleeting terms when necessary
Update rates in IMS when needed
Enter other PO's when needed
Statement review - assist collections in clearing aged items (as needed)
Oversee/coordinate internal office projects
Keeping meeting notes/minutes
Manage manager calendar entries/requirements as needed
Update fleeting rate analysis
Back up
Fuel & Lube
Order fuel and lube weekly for fleet boats, charter boats, and rigs. (Orders gathered on Wednesday's and prices/orders locked in on Thursday's)
Track usage and prices for cost savings opportunities
Update Fuel Surcharge
Launch boat invoices
Mail collection
Track charter boat time; review monthly invoices

ADM requires the successful completion of a background check.

Base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience. Hourly and salaried non-exempt employees will also be paid overtime pay when working qualifying overtime hours.

If hired, employees will be in an "at-will position" and the Company reserves the right to modify base pay (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

The pay range for this position is expected to be between:

$39,200.00 - $62,800.00