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Finance Administrative Assistant in Aurora at DSV

Date Posted: 5/9/2018

Job Snapshot

Job Description

DSV - Global transport and logistics
In 1976, ten independent hauliers joined forces and founded DSV in Denmark. Since then, DSV has evolved to become the world's 5th largest supplier of global solutions within transport and logistics. Today, we add value to our customers' entire supply chain by transporting, storing, packaging, re-packaging, processing and clearing all types of goods. We work every day from our many offices in more than 80 countries to ensure a steady supply of goods to production lines, outlets, stores and consumers all over the world. Our reach is global yet our presence is local and close to our customers.  Read more at www.dsv.com

Location: USA > IL > Aurora > Bilter Rd 
Job Posting Title: Finance Administrative Assistant

SUMMARY

Support the local management in recording financial details for the site, including maintaining financial records, submitting invoices for payment for AP and accurately billing clients for services rendered. The Financial Admin Assistant provides support to management personnel by effectively managing his/her schedule and performing a wide variety of responsible, complex and confidential administrative, secretarial, and analytical and research duties.

As part of the DSV team, Associates are expected to meet company objectives in the areas of performance, safety, and quality.   Associates are expected to comply with all corporate and site-specific policies.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Provides support in addressing issues related to finance nature and providing all relevant information to meet internal demands. This support may include, but are not limited to, any of the following: reporting and control, income management, financial reporting, debt management.

  • Work closely with the General Manager to ensure smooth operation of all finance matters
  • Matching invoices to statements and purchase orders to invoices
  • Input accounting data into the accounting system with speed and accuracy
  • Assist in the production of financial statements and applications, preparation of spreadsheets, reports and correspondence as required
  • Plan, organize and manage own workload to ensure your contribution to the company's monthly financial reporting process is achieved in a timely and accurate manner
  • Ensure swift payment of invoices
  • Collect and confirm accuracy of all charges and expenses for a file to be billed
  • Maintain customer billing matrix in the brokerage system
  • Order and maintain inventory of office supplies for the brokerage operation
  • Proactively identify and resolve brokerage billing related issues
  • Provide administrative support to the management staff
  • Plan, schedule and organize various meetings, conference calls, appointments including agenda preparation
  • Attend meetings as required, documentation & distribution of meeting minutes, etc.
  • Monitor project(s) progress to insure compliance with deadlines
  • Handle sensitive and confidential information in a professional, mature, discreet and secure manner
  • Create and disseminate various communications & reports
  • Creates or Assists with the design and development of presentations
  • Answers and screens telephone calls & prepares incoming/outgoing mail and correspondence, including e-mail and faxes emails for manufacturing plant customers, as needed, and directs priority queries and issues to appropriate party for action
  • Greets scheduled visitors and guests, when needed
  • Effectively communicate with employees, customers, suppliers & others on behalf of site management
  • Scheduling and meeting with vendors to ensure competitive pricing is maintained
  • Resolution of finance related queries
  • Provide financial support to team members
  • Any other duties that may be deemed appropriate to this role
  • Work with staff on mitigating chargebacks

OTHER DUTIES

  • May be expected to cross train in other administrative staff functions to support the site and contribute to associate development.
  • Performs other duties as required

SUPERVISORY RESPONSIBILITIES

N/A

MINIMUM REQUIRED QUALIFICATIONS

Education and/or Experience

  • High School Diploma or General Education Degree (GED)
  • 2 years’ experience as an Administrative Assistant
  • 1 year experience in Accounts Receivable/Accounts Payable
  • Basic understanding of accounting processes and procedures

Certificates, Licenses, Registrations or Professional Designations

N/A

SKILLS, KNOWLEDGE AND ABILITIES

Computer Skills

  • Proficiency in MS Office applications (Word, Excel, Outlook, PowerPoint)

Language Skills

  • English (reading, writing, verbal)

Mathematical Skills

  • Basic Math and Strong analytical skill set

Other Skills

  • Effective communication skills (all modes) in both English and Spanish
  • Capable of multitasking and performing general administrative skills
  • Strong business writing skills needed
  • Strong reading and math skills with focused attention to detail
  • Basic understanding of accounting processes and procedures

PREFERRED QUALIFICATIONS

  • College degree in related field
  • 2-3 years’ experience in accounting/bookkeeping/finance
  • Awareness of the provisions of the Data Protection Act and be able to apply these within the organization
  • Good communication and listening skills
  • Great organizational skills used in planning own work
  • Calm and professional disposition
  • Self-motivated and enthusiastic
  • Ability to work under pressure and meet targets and deadlines
  • Able to work in a busy office environment that often demands high levels of concentration
  • Able to respond effectively to changing priorities
  • Able to manage high volume workload
  • Able to work effectively with minimal management guidance/supervision
  • Good analytical ability
  • Good problem solving ability

PHYSICAL DEMANDS

While performing the duties of this job, the employee uses his/her hands to finger, handle or feel objects, tools or controls; reach with hands and arms; stoop, kneel, or crouch; talk or hear.  The employee uses computer and telephone equipment.  Specific vision requirements of this job include close vision and distance vision.

DSV is an equal employment opportunity employer.  Candidates are considered for employment without regard to race, creed, color, national origin, age, sex, religion, ancestry, veteran status, marital status, gender identify, sexual orientation, national origin, liability for military service, or any other characteristic protected by applicable federal, state or local law.  If you require special assistance or accommodation while seeking employment with DSV, please contact Human Resources at hr@us.dsv.com. If you are interested in learning the status of your application, please note you will be contacted directly by the appropriate human resources contact person if you are selected for further consideration.  DSV reserves the right to defer or close a vacancy at any time. 


Nearest Major Market: Aurora
Nearest Secondary Market: Chicago

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