Admin Assistant - High & Heavy Terminal

Essential Duties

Review the previous day's reports to confirm accuracy, then send morning reports to shipping lines.

Review Vessel Breakdown report for any new bookings, start building invoices in dock works for anything new

Provide quotes to customers upon request

Create and maintain all files for shipping lines - imports and exports. Maintaining accounting files for accounts receivable, processing bank deposits, reporting all transactions and remits to POA and processing and recording files for all CBP submissions.

Submit title paperwork to CBP, provide shipping lines with updates on the clearance status for each submission and invoicing customer when it is cleared to release by CBP. Along with documenting and tracking the return of the original documentation to the customer.

Finalize invoices when the vessels are complete and have sailed. Entering completed invoice information into Account register, emailing invoice and all backup information to customers. Complete the vessel file, confirming everything has been updated in the inventory reports, and all units have been invoiced for. Entering invoice information into customer portals for payments.

Biweekly Teams meeting with accounting to review/resolve unapplied cash. Monthly meeting with the accounting department to review overdue invoices, then following up with customers on outstanding accounts.

Create reports when we get new contracts, assuring the reports are accurate for each shipping line and contract and updating existing reports when contracts terms change.

Send in maintenance request for equipment and building repairs

Oversee Customer Service and assist when needed Minimum Qualifications

High School Diploma or equivalent

Valid US Driver's License

Obtain and Maintain a Transportation Worker Identification Credential Badge (TWIC)

Strong communication, including writing, speaking and active listening

Great customer service skills, including interpersonal conversation, patience and empathy

Good problem-solving and critical thinking skills

3+ years of experience working with Microsoft Excel, Word and Outlook

Basic math, bookkeeping and accounting skills

Organization, time management and prioritization abilities

Ability to be discreet and maintain the security of customer information

Effective computer skills to input to use bookkeeping and account management software

Understanding of industry-specific policies and procedures regarding safety and maintain safe working practices

Preferred Qualifications

Extensive knowledge and skills in Excel, creating and formulating spreadsheets

Knowledge of different types of machinery being received at terminal

Ability to speak another language or work in a multicultural environment

NOTE: This job description is not intended to be all-inclusive. Employees may perform other related as needed to meet the ongoing needs of the organization.

International Auto Processing, LLC is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race; color; religion; national origin; sex (including pregnancy); sexual orientation; gender identity and/or expression; age; disability; genetic information; citizenship status; military service obligations or any other category protected by applicable federal, state or local law.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.