Position Overview:

The Sr. Administrative Coordinator is responsible for various administrative duties and ad-hoc projects which must take place at each Vestis location.  The Sr. Administrative Coordinator is a multi-faceted role that supports the functions of Finance, Payroll, Human Resources, DOT Compliance, Legal, Labor Relations, and other Vestis Corporate departments.

Essential Functions:

1.  On Site responsibilities:

--Provide daily direction and communication to employees to insure functional duties are performed in a timely, efficient, and knowledgeable manner.

--Assist in the training of new Administrative Coordinator employees.

--Coordinate necessary schedules for rotating duties.

--Coordinate and lead special projects.

--Based on extensive knowledge and experience, provide guidance to other employees to solve problems, answer questions, and research issues that may arise within the administrative function.

--Recommend methods to improve operation processes, efficiency and service to both internal and external customers.

--Serve as a resource for other departments on matters pertaining to functional area.

2.  On site Payroll responsibilities:

--Support the Payroll Group Processor in the processing of weekly payroll including, but not limited to, the tracking time and attendance, reporting commissions, and other related payroll in accordance with company policy and our on-site collective bargaining agreement(s).

--Post all notices from Central, Regional management and the Group Processor to the market center employees with regard to Company Policy, Payroll, HR, Benefits and Compliance practices.

--Review and maintain the time and attendance system.

3.  On site HR responsibilities:

--Implement new administration procedures and forms as directed by the Group Processor, HR management and Finance. Maintain existing employee Personnel files, DOT, OSHA, and other HR compliant record keeping as directed by Finance or Human Resources.

--Support New Hire Orientation and compile New Hire packets according to Central Office Guidelines in cooperation with the Group Processor.

4.  On site Accounting responsibilities:

--Review, support and maintain the Management Reports including, but not limited to, the Gain & Loss report in Field Management Reporting, monthly inventory, and the monthly API review. Further support the business process around accurate inventory counts, safety and API reviews.

--Support the weekly input of manual data required for the Key Performance Measures (KPM).

5.  On site Office responsibilities:

--Support the Daily Office functions by ordering supplies through iProcurement, ordering business cards, picking up mail (where applicable), ordering computers for new employees & attending to the Front Desk.

6.  On site Functional Responsibilities:

--Support Accounts Receivable (A/R) function within the Market Center (MC) by ensuring checks and Route Cash are sent to the Lockbox daily and supporting any necessary Special Billing in order to expedite or support our collection efforts.

--Support the Billing Function within the MC by keying non Billing Hub Billing Information (such as PUC Cards, NOG Tickets, etc), Printing Invoices/ Settlement Sheets/ etc. and Scanning and Sending Billing Related Information to the Billing Hub or Customer Desk.

--Assist the Fleet Function within the MC by managing the essential Fleet processes such as the Kwiktag, Vehicle Accident Reporting, Fuel Cards and Driver Alert notices.

--Support Management Reporting within the MC by providing reports to the Management team.

A comprehensive, standardized list of Sr. Administrative Coordinator duties will be supplied by the local Market Center Finance Supervisor/Manager.

Working Environment:

No special physical requirements for this position. Position is situated in an office environment.

Minimum Specifications:

--Work Experience 3-8 yrs., preferred

--Microsoft Suite Experience, with proficient Excel skills required

--Excellent customer service and administrative skills

--Strong oral and written communication English skills required Bi-lingual oral skills may be preferred (depending on location)

--Ability to develop and maintain a positive working relationship with others

--Detail oriented, ability to multi-task, with strong organizational skills are required

--Experience with Oracle Business Suite, a plus

Location:  Maimi FL