Senior Administrator
Hours: Mon- Fri 9am-5:30pm with free Parking onsite
5 days onsite working
Working in conjunction with the site’s Postage team, you will ensure the efficient operation of Peterborough’s postal services by undertaking a variety of administrative and clerical tasks. You will be responsible for Accounts Payable (AP) controls, sales reconciliation and assisting with vendor management. To provide day to day administrative support, ensuring daily processes and procedures are carried out with regards to all site mailings, maintaining spreadsheets for audit purposes and disseminating information from all postal providers. Provide cover for the Postal Solutions Manager in periods of absence.
Core responsibilities and duties:
* Receive invoices from postal suppliers; file and log all costs assigning them by Client
* Use a variety of portals to retrieve postage documents/invoices; file and log all costs assigning them by Client
* Report generation: create reports using various portals primarily for internal use and auditing
* Cross reference against postage files to ensure invoices match expected volumes and costs
* Log invoices and associated PO numbers; liaise with vendors for updates on payment queries
* Investigate additional charges from Royal Mail and other vendors to determine whether costs are legitimate or can be contested. Where charges are legitimate, feedback to relevant departments on cause so corrective action can be taken
* Disputes management: raise queries/disputes with vendors and internal contacts, monitor and chase closure accordingly
* Assist with compiling a monthly accrual of postage costs in readiness for P&L analysis
* Review of values invoiced to Clients versus costs to Paragon, highlighting any errors or jobs and Clients with potential for margin improvements
* Assisting with audit work as required
* Ensure all POD’s are gathered in a timely fashion once a job has completed and file within the relevant DASH job file folder; this will include all mail and despatch from the Peterborough site - postal dockets/collection notes, Fed Ex Reports and Delivery Notes, liaising with the relevant departments.
* To liaise with Operations/Production and Account Managers and attend daily Production meetings to accurately forecast mailing volumes and order collections and consumables for all postal providers
* To assist with the completion of dockets and required paperwork for daily postings through all postal providers.
* To be a point of contact for all postage supplier enquiries; deal with all enquiries and communicate resolution to Account Managers/Operations.
* To obtain production counts and weights throughout the day and report back to the Operations and the Postage Teams.
* The above list of duties is not exhaustive and may be subject to change as deemed necessary
Skills and experience required:
* Proven working experience of office administration (PC literate: Word, Excel, Outlook etc.)
* Solid understanding of basic bookkeeping and accounting payable principles
* Data entry skills along with a knack for numbers
* Hands-on experience with spreadsheets and proprietary software
* High degree of accuracy and attention to detail
Due to the high volume of applications, only shortlisted candidates will be contacted.
We are an equal opportunity employer and welcome applications from all backgrounds. All qualified applicants will be considered regardless of gender, race, religion, age, disability, sexual orientation, or marital status