Senior Operations Administrator

Hub Group•Oak Brook, IL

5h•$52,500

About The Position

The Senior Operations Administrator will act as a Lead resource for the department applying expertise and providing guidance to the team particularly for more complex or unique operations circumstances that arise. Will execute the day-to-day administrative operational revenue and costing functions to ensure timely & accurate customer invoicing & carrier payments for the various logistics business groups and the services offered. Depending on the business line, duties may also include the interpretation of customer/vendor contracts to assess freight revenue/costs depending on the services performed and updating order with program COGS and loading and auditing data into internal financial systems as needed. Work is typically performed under minimal daily supervision, receiving guidance from manager/supervisor about the work that needs to be completed. Able to exercise high level of discretion and latitude in completing tasks. Work occasionally may be reviewed by senior level staff/management and/or only receive oversight in broader scope of completing work objectives.

Requirements

Bachelor’s degree in Accounting or Finance 3-5 years of relevant work experience to the role OR demonstrated ability to meet the job requirements with 7-8 years of profession-based experience in lieu of degree.
Strong understanding of account(s) operational KPIs/ goals
Strong understanding of account(s) specific mode(s) of transportation and broad knowledge of all modes of transportation preferred
Must be able to demonstrate application of skills and knowledge at the depth and scope required for the position. Able to demonstrate functional, working knowledge of technologies within area of responsibility. Must be able to understand broader business impact role has when translating methodology and experience into actionable tasks. Able to manage all job responsibilities and handle moderately complex situations.
Able to apply strong functional computer knowledge in utilizing Microsoft Windows, MAC, or other technical tools in completing assignments. May require knowledge of or ability to quickly learn specialized software to complete work assignments. Able to demonstrate continued expertise in the primary tools or applications used in completing daily work assignments.
Able to demonstrates ability to solve somewhat more complex problems by analyzing variables and applying appropriate solutions learned through experience and proficiency in understanding the job. Must be able to recognize anomalies and critical situations and respond appropriately. Must be able to communicate and interact with a variety of internal/external customers and/or co-workers at level of detail required to resolve issues of moderate complexity.
Demonstrated ability to establish priorities and complete assignments. Must be able to work effectively on project teams and show willingness to participate in and contribute to discussions and take on additional responsibility. Actively participate in relevant job skills training and development activities.
Must be able to identify the appropriate tools and methodologies required to complete work assignments and or deal with problems. Demonstrated ability to understand and define a problem or issue after reviewing all the relevant facts. Consider all available information before recommending a solution.
Must be able to adjust work style to shifting priorities and business changes in processes and procedures.
Must be able to work with a variety of staff and customers of a diverse backgrounds and
Requires very good communication skills with ability to state messages in a clear manner by using language that is easy for others to understand. Must be able to proactively listen to others to understand issues and situations and be able to clearly articulate business needs to both internal and external customers.
Additional job requirements may be listed on the staffing requisition.

Responsibilities

Expeditiously and accurately resolve customer billing issues that arise and research, investigate, and resolve open shipments, including Accounts Receivable (AR) errors and Accounts Payable (AP) errors.
Apply knowledge of customer and carrier tariffs to research and identify discrepancies and/or opportunities for HUB revenue/margin enhancement. Communicate with the appropriate internal groups to ensure revenue/margin enhancement is captured where appropriate.
Coordinate with internal groups to ensure all relevant information on the work, costs and revenue are provided in timely manner and review for accuracy.
Audit revenue and costs for accuracy and when applicable accurately calculate freight charges depending on the services performed.
May be tasked with creation of freight billings and cost estimates depending on the scope of work performed and the specific customer.
Make independent financial decisions without Manager approval.
Coordinate the accurate and timely payment of carrier freight bills, within the appropriate accounting period. This includes, but is not limited to, management of LTL Invoice Match, Invoices Not Approved, Accounts Receivable errors, & Carrier Aging Statements.
Communicate with internal and external contacts to resolve balance dues or outstanding payment/ billing delays.
Provide exceptional customer service by developing good working relationships with carriers and internal customers.
Interface with internal departments as needed to develop and implement solutions regarding invoicing issues and /or work on initiatives to automate billing and cost estimates.
Create and develop innovative ways to streamline operational processes wherever possible, within the guidelines of customer requirements and team goals by using available resources, technology and industry knowledge (i.e., team resource efficiencies, implementation of Smart Sheet technology, AR/AP tariff expertise).
Track and perform to pre-set account specific KPIs.
May be responsible for customer specific reports and rating as well as parcel related rating.
May act as main point of contact for departmental issues when management is not available
Perform ad hoc analysis and reporting as requested by management
Duties, responsibilities, and activities may be assigned or changed from time to time.