Administrative Assistant - Westwego, LA

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

Before applying for an exempt, non-exempt or hourly job opportunity, you are expected to initiate a discussion and share your intentions with your supervisor.  * If you’ve been in your current position for more than 18 months, supervisor approval is not required.  * If you’ve been in your current position for less than 18 months, verbal supervisor approval is required.  
​Hiring Manager-  Joseph Meerman  ​
Recruiter-  Abby Richard

 

City

Westwego

State

LA - Louisiana

Location Country

United States

About ADM

At ADM, we unlock the power of nature to provide access to nutrition worldwide. With industry-advancing innovations, a complete portfolio of ingredients and solutions to meet any taste, and a commitment to sustainability, we give customers an edge in solving the nutritional challenges of today and tomorrow. We’re a global leader in human and animal nutrition and the world’s premier agricultural origination and processing company. Our breadth, depth, insights, facilities and logistical expertise give us unparalleled capabilities to meet needs for food, beverages, health and wellness, and more. From the seed of the idea to the outcome of the solution, we enrich the quality of life the world over. Learn more at www.adm.com.

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