What are the responsibilities and job description for the Coord ED Chassis Admin position at Hapag-Lloyd?
ABOUT THE ROLE
The ED/Chassis Admin coordinator will support the day-to-day validation of invoices and support the administrative process of creating purchase orders and any other activity to ensure the accuracy and timely payment of the vendors.
RESPONSIBILITIES
- Responsible for the timely resolution of ZMIR and Open Text WO vs. Invoice errors.
- Work with Procurement and Accounts payable to resolve any WO / Invoice disputes.
- Direct communication with vendors ref SOA and WO / Invoice discrepancies.
- Update progress reports with daily comments as to the status of open WO / invoices.
- Ensure all ZMIR errors are handled within 48hrs of receipt.
- Ensure all OPEN TEXT workflow errors are handled within 48hrs of receipt.
- Ensure that the balances of their accounts do not exceed 30 days
- Accountable for problem resolution with customers, vendors, and other offices within the company, as required by Management in ref to WO vs. Invoice discrepancies.
- Approve and transfer all work orders under their approval limit as requested by Management.
- Creation of POs in SAP for customer reimbursements as required by Management.
- Provides backup support for their colleague's absence.
- Monitor all invoices for their assigned vendors
- Run Macro for chassis pre-bill and final invoice - Analyze macro results for Vendors Pre-Bill and invoice.
- Run Weekly and daily street-turn Reports to chassis vendors.
- Review and validate Depot Invoices.
- Adherence to Hapag-Lloyd policies for all personnel actions.
- Maintain KPI’s under parameters required by management.
QUALIFICATIONS
- Associate degree and a minimum of 2 years of experience in the Maritime Industry or the equivalent combination of education and experience.
- Possesses specialized knowledge of 2 or more years within all principles of the Operations function.
- Understands most shipping terms; can use a dictionary to find terms not recognized. Is willing to clarify shipping terms unique to a location. Understands routings, schedules and common practices of various countries, carriers, ports, and terminals.
- Proficient in MS Office (e.g., MS Teams, Excel, PowerPoint, etc.) and other software appropriate to work demands.
- Any ad-hoc reporting required by management.
WORKING CONDITONS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job the incumbent is regularly required to sit, talk and hear. The incumbent regularly uses hands and fingers in the course of daily job duties, including the use of a personal computer. The vision requirement includes close vision. May incur mental stress due to time deadlines. May need to lift up to 15 pounds at times.
This job description describes the minimum job requirements. This description is illustrative and does not imply that the functions outlined below are the exclusive standards of this position. Incumbents will be expected to follow additional instructions and perform other related duties as required.
