Senior Operations Administrator
Hub Group · Oak Brook
Job Summary
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.
Essential Job Functions
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.
- 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.
Education/Experience
- 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.
General Skills and Abilities
- 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.
Physical Demands
- Constantly perform desk-based computer tasks.
- Frequently sitting.
- Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds and occasionally up to 20 pounds.
- Occasionally grasp forcefully, writing by hand.
- Rarely twist/bend/stoop/squat, kneel/crawl.
Salary: up to $61,000/year base salary + bonus eligibility
This is an estimated range based on the circumstances at the time of posting, however, may change based on a combination of factors, including but not limited to skills, experience, education, market factors, geographical location, budget, and demand
Benefits
We offer a comprehensive benefits plan including:
- Medical
- Dental
- Vision
- Flexible Spending Account (FSA)
- Employee Assistance Program (EAP)
- Life & AD&D Insurance
- Disability
- Paid Time Off
- Paid Holidays
BEWARE OF FRAUD!
Hub Group has become aware of online recruiting related scams in which individuals who are not affiliated with or authorized by Hub Group are using Hub Group’s name in fraudulent emails, job postings, or social media messages. In light of these scams, please bear the following in mind
- Hub Group will never solicit money or credit card information in connection with a Hub Group job application.
- Hub Group does not communicate with candidates via online chatrooms such as Signal or Discord using email accounts such as Gmail or Hotmail.
- Hub Group job postings are posted on our career site: https://www.hubgroup.com/careers
Hub Group is the premier, customer-centric supply chain company offering comprehensive transportation and logistics management solutions. Keeping our customers’ needs in focus, Hub Group designs, continually optimizes and applies industry-leading technology to our customers’ supply chains for better service, greater efficiency and total visibility. As an award-winning, publicly traded company (NASDAQ: HUBG) with $5 billion in revenue, our 6,000 employees and drivers across the globe are always in pursuit of "The Way Ahead" - a commitment to service, integrity and innovation. We believe the way you do something is just as important as what you do. For more information, visit www.hubgroup.com.
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.