Office Manager/Accountant

APL Logistics is a subsidiary of APL Corporation, a major service company that provides capital equipment and related services for transportation and distribution markets.

 

Our business is providing high quality, cost effective logistics services to our customers, most of whom are large manufacturers or distributors.

 

 

I.  POSITION SUMMARY:

 

The Office Manager supervises the administrative and customer service staff and systems back up.  Schedules the assigned workload and oversees their personal development/training.  Responsible for supervision of all other clerical personnel in this location.  Prepares Personnel Requisition for open positions; responsible for posting open positions in a timely manner on the Company bulletin board.  Responsible for the initial orientation of new employees to the Company facility within the first week of employment and submitting new hire documents to Corporate HR to meet payroll cut off schedule.  Assist in recruitment.  Maintain close communications with major accounts, working with assigned customer service associates to maintain a high level of customer satisfaction; identifying procedures and assigning new accounts; responds directly to customer complaints: track on time delivery and other performance measures.  Conduct performance reviews for administrative personnel.  Serve as a liaison with the corporate office in providing required reports.  Prepares and maintains correspondence and contract documentation.  Provide support services to GM.  Oversees the coding of accounts payable vouchers to ensure that they are entered into the system in a timely manner.  Monitors collections and batching of AP and AR invoices, including credit memos, for transmission to corporate office.  Audits and verifies GL, processing entries for month-end closing.  Audits income statements for accuracy, assisting GM with financial information.  Checks invoices for proper pass through charges to customers; notifies appropriate manager of discrepancies.  Will be responsible for payroll information to assure payroll is accurate.  Within the scope of this position?s requirements, the incumbent must continually focus on the improvement of his/her processes in order to ensure the customers? needs are met for high quality, cost effective logistics services while at the same time meeting corporate values and objectives. 

 

 

II.   ESSENTIAL FUNCTIONS:

 

1.  Accounting

 

A.  Oversee and understand the coding of accounts payable vouchers to ensure that they are entered into system in a timely manner.

 

B. Over see and understand the batch A/P and A/R invoices, including credit memos, transmitting data to corporate office.  Monitor collections.

 

C.  Verify sales and A/P with corporate office at mid-month and month-end.

 

D.  Maintain close communication with major accounts, monitoring and maintaining damage reports.

 

E. Audit and verify general ledger, processing entries for month-end closing. Must be able to do month end close.

 

F. Audit and understand income statements for accuracy, assisting General Manager with financial information.

 

G.  Check invoices for proper pass through charges to customers; notify General Manager of any discrepancies.

 

H.  Will be responsible for payroll information to assure payroll and benefit payments are accurate.

 

I. Must be able to forecast and understand the numbers.

 

 

2. Administration

 

A.  Supervises the Sr. Accountant and systems backup with responsibility for all other clerical personnel.  Will supervise Customer Service Representatives.  Schedules the assigned workload and oversees their personal development/training.

 

B. Prepare for approval the Personnel Requisitions for open positions; responsible for posting open positions in a timely manner on company bulletin board.

 

C.  Responsible for the initial orientation of new employees to the company and facility within the first week of employment, following the company standard operating procedures; submit new hire documents to Corporate Human Resources to meet payroll cut off schedules.  Assists in recruitment.

 

D.  May maintain close communications with major accounts, working with assigned customer service associate to maintain a high level of customer satisfaction; identify procedures and assign new accounts; respond directly to customer complaints; track on time deliveries and other performance measures.

 

E. Provide updated schedule for performance reviews for administrative personnel to conduct reviews.

 

F. Serve as a liaison with the corporate office in providing required administrative reports.

 

G.  Maintain APL recreation fund; arrange and oversee associate celebrations and affairs; arrange meetings and/or refreshments and meals for customers and other visitors; maintain petty cash for all locations and process requests for additional monies when needed.

 

H.  Ensure that appropriate supply inventory is maintained.

 

I. Provide supportive services to the General Manager.  Retrieve specific documentation necessary to keep inventories accurate; provide backup support in appropriate areas as needed.

 

J. Must assure compliances with written policies as set forth in dress code policy, attendance program, and associate handbook.

 

 

III. KEY COMPETENCIES:

 

?  Must be knowledgeable in warehouse management and operations, including inventory and operating systems.  Must be very strong in accounting knowledge to be able to read, understand and interpret financial statements and to assist in generating yearly budgets.

 

 

IV.  MINIMUM REQUIREMENTS:

 

1.  High school diploma or equivalent with 3-4 years office experience that includes working with accounts payable and receivables.

2.  High School diploma or equivalency required.

3.  Prior customer service experience helpful.

4.  Must have excellent PC skills in Excel, Word, and Access.

5.  Must have good leadership, supervision, motivation and communications skills.  Requires professional and positive attitude, appearance and demeanor in dealing with customers and work team.  Ability to be pro-active in customer responsive warehouse environment, being flexible in meeting customer needs.

 

 

Equal Opportunity Employer M/F/D/V