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Job Description

Admin Assistant (GRADE 6)– Accounts Payable -

Shift Timings: Rotational shift (5 days a week)

Job Summary

The Accounts Payable Admin Assistant will be responsible for execution of day-to-day activities and coordination for accurate and timely processing of all expenses/invoices to internal / external vendors and individuals. He/she will be responsible for conducting training sessions related to process for team members, providing floor support to team members for challenging items, country accounting queries. The position requires exceptional attention to detail and timely resolution with high level of accuracy. The Senior Admin Assistant should be a multi-tasking person along with willingness to take additional and challenging responsibilities and flexible to work in any shift timings as per business requirement.

Job Duties

Process invoices or conduct audits for US, CA, ERAC, LRAC and ISMEA countries
Timely payment of invoices with high level of accuracy
Interact with internal UPS staffs or vendors when there are discrepancies on the invoices
Perform other job-related duties as required
Preparation and inspection of the daily audit on already booked items. Making necessary rectifications in the system on wrongly booked items.
Creating respective Correction Forms for rebooking purposes
Daily checks of pending payment run
Preparation and publishing quality booking reports
Communicating / Providing customer service to internal customers via written email communication for all A/P related questions
Follow up with team members on vendor account statements and other discrepancies regarding payment of accounts and serve as a liaison between departments and vendors in the resolution of administrative problems and inquiries.
Creating and supervising weekly logs – unpaid invoices, open PO's, system holds etc.
Ensuring accuracy with regards to Audit requirements and regulations adhered and delivered as per expectations
Performing miscellaneous job-related duties as assigned

Preferred Skills And Qualifications.

Excellent written and verbal communication skills
Excellent interpersonal skills
Knowledge of links between F&A departments in GBS
Good knowledge of MS Office applications
Accuracy and attention to details
Analytical and problem-solving skills
Must possess advanced reasoning and research skills
Decision making skills
Excellent typing speed for data entry
Ability to prioritize multi-tasks under deadlines and time constraints
Ability to work in a team and individually with internal customer
Knowledge of accounting principles
Knowledge and familiarity of purchase order and payment process

Prerequisites

Eye for details and should meet stiff deadlines
In-depth Accounts Payable process knowledge is a must
Have an excellent attendance track record
Self-driven
Strong customer orientation, understanding customer/vendor services issues
Should be flexible with shift timings & working days as per business requirements

Education

Graduate/Postgraduate in any discipline

Employee Type

Permanent

UPS is committed to providing a workplace free of discrimination, harassment, and retaliation.

Financial Admin Assistant (Accounts Payable)