Date: Feb 25, 2014
Location: Itasca, IL, US
Office Coordinator-Accertify-14001361
Description
Accertify is a wholly-owned subsidiary of American Express and a leading provider of fraud prevention, chargeback management, and payment gateway solutions to merchant customers spanning diverse industries worldwide. Accertify’s suite of products and services help e-commerce companies grow their business by driving down the total cost of fraud, simplifying business processes, and ultimately increasing revenue.
Office Coordinator duties include, but are not limited to:
1) Time keeping: This includes keying in weekly payroll, checking employees worked hours vs. scheduled vs. submitted Open-air timesheet, tracking Paid Time Off and Sick time for Managed Services, Professional Services and the Chargeback Team.
2) Monthly Expense Reporting: Complete expense reports each month for the Managed Services Director, Managed Services VP and will also complete their own report.
3) Inventory and Ordering: Complete all of the inventory and ordering of general office supplies and kitchen supplies for the Managed Services Department.
4) Invoicing and Vendor Payment: Approve invoices in Ariba and ensure that business critical vendors are being paid in a timely manner, and handle any issues that may occur.
5) Security and Compliance: Ensure all desks are in working order. This includes: all desks lock, all desks have a 2 keys- 1 for the desk resident and a 2nd as a spare. If a desk does not lock or is missing a key the issue will need to be resolved.
6) New Hire and Employee Organization: Ensure that new hires have all paperwork and forms completed. (Included but not limited to: IT Requisition form, red new hire folder, etc.) Creating an employee file for all new hires and ensure all records are up to date.
7) Scheduling Meeting Rooms & Organizing Meals: Assist when needed with the ordering, pick up or delivery of client and/or team meals. Also, ensure that office staff is properly booking meeting rooms at all times to avoid overlap.
8) Q&A: Assist with client Quality Assurance checks. This can include reviewing analyst transactions from previous business days.
9) Promotional materials: The Office Coordinator may be asked to create flyers, greeting cards or posters for team building events.
10) Leadership Appointment Scheduling: Assist with scheduling meetings, conference calls and lunches for Senior Leadership.
11) Client Accommodations: Assist clients in finding reasonable accommodations in the event they are coming to our office. This can include: lodging, transportation, etc.
12) Fraud Trend Newsletter: Create a “Fraud Trend Newsletter” each week. There are two versions of this communication. One is to be for Fraud Analysts only and the other for team members outside of the Managed Services Department. This newsletter is created based on analyst submissions for that work week. The Office Coordinator may need to provide coaching to analyst’s, to make these submissions well rounded. This document can be used for training, sales and reference.
13) Quarterly News Tracking: Track team events, activities or department celebrations throughout each quarter. This information will be included in a companywide newsletter.
Qualifications
· Microsoft Office with emphasis on Excel, Word & Power Point
· Administrative experience required
· Versatility, common sense, and the ability to work “outside of the box”
· Team player with a self starter attitude, who thrives on new challenges and experiences every day
· General knowledge of how to support the day to day needs of a medium size office
Job: Administration
Primary Location: US-Illinois-Itasca
Schedule: Full-time
Nearest Major Market: Chicago
Job Segments: Office Manager, Payroll, Outside Sales, Credit, Fraud Prevention, Administrative, Finance, Sales, Security
Description
Accertify is a wholly-owned subsidiary of American Express and a leading provider of fraud prevention, chargeback management, and payment gateway solutions to merchant customers spanning diverse industries worldwide. Accertify’s suite of products and services help e-commerce companies grow their business by driving down the total cost of fraud, simplifying business processes, and ultimately increasing revenue.
Office Coordinator duties include, but are not limited to:
1) Time keeping: This includes keying in weekly payroll, checking employees worked hours vs. scheduled vs. submitted Open-air timesheet, tracking Paid Time Off and Sick time for Managed Services, Professional Services and the Chargeback Team.
2) Monthly Expense Reporting: Complete expense reports each month for the Managed Services Director, Managed Services VP and will also complete their own report.
3) Inventory and Ordering: Complete all of the inventory and ordering of general office supplies and kitchen supplies for the Managed Services Department.
4) Invoicing and Vendor Payment: Approve invoices in Ariba and ensure that business critical vendors are being paid in a timely manner, and handle any issues that may occur.
5) Security and Compliance: Ensure all desks are in working order. This includes: all desks lock, all desks have a 2 keys- 1 for the desk resident and a 2nd as a spare. If a desk does not lock or is missing a key the issue will need to be resolved.
6) New Hire and Employee Organization: Ensure that new hires have all paperwork and forms completed. (Included but not limited to: IT Requisition form, red new hire folder, etc.) Creating an employee file for all new hires and ensure all records are up to date.
7) Scheduling Meeting Rooms & Organizing Meals: Assist when needed with the ordering, pick up or delivery of client and/or team meals. Also, ensure that office staff is properly booking meeting rooms at all times to avoid overlap.
8) Q&A: Assist with client Quality Assurance checks. This can include reviewing analyst transactions from previous business days.
9) Promotional materials: The Office Coordinator may be asked to create flyers, greeting cards or posters for team building events.
10) Leadership Appointment Scheduling: Assist with scheduling meetings, conference calls and lunches for Senior Leadership.
11) Client Accommodations: Assist clients in finding reasonable accommodations in the event they are coming to our office. This can include: lodging, transportation, etc.
12) Fraud Trend Newsletter: Create a “Fraud Trend Newsletter” each week. There are two versions of this communication. One is to be for Fraud Analysts only and the other for team members outside of the Managed Services Department. This newsletter is created based on analyst submissions for that work week. The Office Coordinator may need to provide coaching to analyst’s, to make these submissions well rounded. This document can be used for training, sales and reference.
13) Quarterly News Tracking: Track team events, activities or department celebrations throughout each quarter. This information will be included in a companywide newsletter.
Qualifications
· Microsoft Office with emphasis on Excel, Word & Power Point
· Administrative experience required
· Versatility, common sense, and the ability to work “outside of the box”
· Team player with a self starter attitude, who thrives on new challenges and experiences every day
· General knowledge of how to support the day to day needs of a medium size office
Job: Administration
Primary Location: US-Illinois-Itasca
Schedule: Full-time
Nearest Major Market: Chicago
Job Segments: Office Manager, Payroll, Outside Sales, Credit, Fraud Prevention, Administrative, Finance, Sales, Security
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