Commercial Administrative Assistant

You will enjoy the professional challenge of supporting a small yet integral Commercial Team within our global mail, fulfilment, distribution, subscription and eCommerce business., As Commercial Administrative Assistant you will be accountable for ensuring invoices are paid and accurate transactional commentary is up to date, whilst challenging suppliers around value, and enhance value through benchmarking and cost analysis. Simultaneously your extensive Excel knowledge will allow you to cleanse data for the provision of accurate reports for both internal and external customers and the calculation of fees.

This role specification is non-exhaustive and will adapt to the changing requirements of the business.

Principles responsibilities:

• Create new services and assist with supplier rates administration on Pathfinder and keep a record of rate changes.


• Produce Worldware files for Operations.


• Checking supplier invoices against despatch dockets for cost, numerical accuracy and reconciling invoices onto Pathfinder.


• Manually checking supplier invoices against rates and numerical accuracy for non-Pathfinder invoices.


• Raising purchase orders, invoice queries and communicate invoice discrepancies to suppliers, agree credit notes when appropriate.


• Create new services and update supplier rates on Ecommerce management system.


• Liaising with team members, operations team and other departments re. various invoice and customer queries.


• Produce USPS monthly invoices.


• Produce monthly invoices for AddressPal Parcels | DSA | An Post Parcels | An Post Letter Mail and City Sprint as well as generations of subsequent reports.


• Submitting all reconciling invoices to Accounts within the given timelines.


• Prepare monthly provision cost reports - MS Excel based.


• Updating the weekly Service Alert.


• Assisting with periodicals registration and re-entry.


• Update USPS Statement of Ownership yearly.


• Assist with An Post Parcel queries.


• Assist with updating An Post Parcels flight schedules and OE changes.


• Assist with the management of the transit queries log and investigate poor performance.


• Good knowledge of MS Office (Word, Excel, Outlook) is required and ability to work under pressure to tight deadlines.


• Carrying out any other reasonable tasks as requested by the Commercial Manager
  
  Extensive knowledge of Excel for report generation.


• Good verbal comprehension and written communication skills.


• Ability to work in a fast-paced environment.


• Ability to work to tight deadlines and stay calm under pressure.


• Understanding of the importance of teamwork and collaboration.


Knowledge and Experience


• Ability to generate monthly reports.


• Proven ability to work with suppliers and other departments.


• Solid knowledge of MS Office and MS Excel.


• Understanding of wider impact of decisions.


Personal Attributes


• Confident self-starter with a pro-active and 'can do' attitude.


• Able to work to tight deadlines.


• Thorough and conscientious.


• Supportive Team Worker.


• Accepts a challenge with the self-motivation and the ability to work on own initiative.


• Welcomes change and sees the positive.


• Strong communication skills combined and strong work ethic.


• Inquisitive and challenging to ensure best practice for Air Business.


• Attention to detail.


Qualifications

Essential


• Analytical mindset


• Excellent | demonstratable numeric abilities


• Highly proficient user of MS Excel


• Good knowledge of MS Office


Desirable


• Graduate with mathematics or economics discipline.