Coord PTO Admin

JOB SUMMARY:

Responsible to support the Sr. Manager of OPSS ADMIN team. The PTO ADMIN Coordinator will support the day-to-day validation invoices related to port terminal operations and support the administrative process of creating purchase orders and any other activity to ensure accuracy and timely payment of vendor's invoices.

JOB RESPONSIBILITIES:

•  Validate invoices and dispute with vendors if necessary.
•  Create the Purchase Order within an acceptable time before the Invoice due date (20-25 days)
•  Check daily sailing dates to ensure timely transmission of tonnage assessment reports.
•  Check daily CRCCF invoice status to ensure timely creation of the CRCCF invoices.
  Ensure that all supplemental invoices are created and paid.
•  Maintain CRCCF tracking sheet.
•  Ensuring that all vendors with potential interest/late payment penalties are paid.
•  Responsible for deleting purchase orders older than six months old using QlikView, in accordance with HL policy.
•  Review and correct all Invoice/purchase order errors in SAP, Open text.
•  Learn and provide backup support for other ports in their colleague's absence.
•  Monitor all invoices for their assigned port(s) in SAP Open Text.
•  Communicate with vendors or HL colleagues to resolve all invoices.
•  Review weekly emails with open purchase orders in IC, CA, or other statuses requiring updating.
•  Make requests for payments for urgent invoices with the Accounts Payable (AP) group.
•  Maintain the Validation documents to ensure they remain current and accurate.
•  Identify incorrect SAP contract items and advise Procurement that an update is needed.
•  Communicate with vendors that the invoice is incorrect.
•  Create and maintain local/unique requirements to your port as needed.
•  Identify incorrect SAP contract items and advise Procurement that an update is needed or advise vendor that invoice is incorrect.
•  Maintain and strive for an agreed production target each coordinator will be provided.
•  Ensure that daily invoice validation always prioritizes the earlier due dates.
•  Display flexibility in the invoice validation process. This can be new invoices provided daily due to Inventory shortage.
•  Flexibility also included working in the TD/ED invoice process review and correction as needed or on a regular schedule.

JOB 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 general 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.