Asst VP of Business Administration

Apr 26 2018
M DYER & SONS, INC. |Pearl City|Full Time
Category: Transportation
Job Description

Assistant Vice President of Business Administration





The Asst VP of Business Administration reports directly to the Pres/CEO and is responsible for overseeing daily functions in several areas, while developing solutions to streamline  productivity. As part of the leadership team it’s expected to maintain confidentiality and discretion, while representing the company appropriately.


The position will lead the admin staff, billing depart and customer experience dept while delivering operational excellence and exceeding employee and customer satisfaction. Collaboration with the Accounting Dept and the Corp Controller will be necessary for collections and A/R.  The goal is to create and ensure effective customer service for any and all customers by utilizing self-help, automation, and in-depth knowledge of our process and systems to further the work accomplished in creating a world class experience.


Other tasks of this position will be the development and execution of the digital marketing strategies for the entire company portfolio of brands and the direct management and development of a digital marketing team both internally and externally.


Lastly, the Government relations role will be important in upholding standards in the community while developing Kuleana and Pono working with government leaders as a liaison between the company Pres/CEO in establishing better laws in support of our Mission and vision.


This position will have a collaborative management style that fosters teamwork, excellent written and oral communications skills, strong interpersonal skills, demonstrate emotional IQ and will apply analytical problem-solving skills when working to resolve or grow programs and services to meet the needs of our customers, employees, internal and external stakeholders, shareholders, C-Suite management and the Board of Directors.


Due to the professional level of the position, contemporary administrative skills have been acquired and demonstrated.         


Various strategic and tactical assignments from the Pres/CEO of the company can be assigned.                ​                    ​                                       ​                    ​      




-Plan, develop, and implement a strategy for cross training, customer calls, policy regulations, and overall management of staff along with reviews as designated.


-Assist in talent acquisition and on-going training programs while collaborating with HR for updating policies, job descriptions and procedures of current industry, environmental and/or quality development in the industry.


-Develop flow charts of every subordinate position in collaboration with each employee to detail processes in day-to-day activities.


-Develop internship program within the appropriate scope of the company and regulated guidelines.


-Collaborating with Ops on customer grievances to resolve in a timely manner.


-Review and approve billing and follow proper procedures in documents (TSP,DOD) while creating strategies for efficiency.


-Ensure that all invoices from overseas agents/shipping lines/other relevant suppliers are approved and paid in a timely manner.


-Implement CRM system to integrate sales, billing and essential information in the company to develop forward view of the business, data collection, customer intimacy, business growth, replicating best practices, and risk management. Company champion of CRM in all divisions.


-Financial collections of past-due accounts and collaboration with Accounting dept.


-To report and liaise with the Directors minimally per quarter updating and providing statistical information as required in relation to company goals and milestones by direction of the Pres/CEO.


-Maintain necessary spreadsheets, claims, commission preparation, and forms.


-Maintain FIDI / FAIM Auditing Standards, Compliance and Oversight.


-Develop, lead, and communicate with all government relations to promote views and beliefs of the company while developing and maintaining relationships with municipal, county, state and federal elected officials in collaboration with Pres/CEO.


-Coordinate staffing and operational needs in conjunction with HR Dept, including acquiring talent, terminations, transfers, promotions, discipline, and within established Company policies, processes and procedures.


-Assist in planning, implementing, monitoring, evaluating and coordinating all activities for budgeted sales, pricing, and gross margin objectives and goals in direct interaction with the company Pres/CEO.


-Ensure all admin employees are meeting the professional and quality standards.


-Serve as main point of contact for business admin issues.


-Identify growth opportunities, trends and analyze and plan for new business to be recommended.


-Perform miscellaneous duties and projects as assigned and required by the Pres/CEO.


This list is not all-inclusive but is meant as a guideline of assorted duties of the job.




Education & Experience



-Bachelor’s degree in business, management, human resources, marketing, information systems, supply chain management, logistics, journalism, humanities, social sciences or equivalent work/industry related experience required.


-MBA, MS, MA Preferred or equivalent experience that can be demonstrated.


-HHGS moving industry experience preferred.


-3PL/4PL Supply Chain experience preferred.


-Air Freight, Ocean Forwarding, Warehouse Operations & NVOCC experience a plus.


-Demonstrated experience with Business Intelligence tools such as Tableau, Domo or equivalent a plus.


-Demonstrated experience with Zendesk, Samanage, Freshdesk, Groove, Help Scout, LiveAgent, LiveHelpNow, or equivalent similar software a plus.


-Demonstrated experience with Accounting/ERP Software, Microsoft Dynamics GP, Sage Intacct, NetSuite ERP, Sage 100c, FinancialForce Accounting, Skubana, Epicor ERP, or equivalent similar software a plus.


-Demonstrated experience with CRM systems, Salesforce CRM, Nimble CRM, Insightly, Agile CRM, Zoho CRM, Capsule CRM, Batchbook CRM, Freshsales CRM, or equivalent similar CRM a plus.


Skills & Abilities


-Demonstrated experience devising, leading and directing the development and implementation of key strategic goals and objectives.


-Demonstrated direct report management experience required.


-Demonstrated experience and passion for coaching, leading and mentoring others.


-Creative, innovative, and motivated mindset.


-Entrepreneurial leadership style, with curiosity for progressive forward momentum.


-Ability to analyze and draws insights from detailed market level analysis and identify trends and resources to identify solutions and address corrective action required.


-Thrives in a high-stress, fast-paced environment.


-Demonstrated ability of a high-degree level of accuracy and strong attention to detail.


-Demonstrated experience to implement and lead CRM implementation and ERP systems, Business Analytics, Business Intelligence and Big Data toolsets.


-Proficiency in Microsoft Office Suite, including Excel, Word & PowerPoint.


-Demonstrated advance use of Microsoft Excel, to include Formatting & basic formulas, Vlookups & conditional statements, Data analysis - filtering, sorting, and analyzing data, Data visualization - tables, charts, and dual axis charts, What-if-analysis and Pivot tables.


-Proficiency in Google G-Suite mail and cloud applications.


Mandatory Requirements: Pass background check, Driver’s license in good standing, Ability to travel, Must be able to be DPS and TSA qualified.


There will be a 180-day introductory period.  After 180 days, a performance review will be completed and a performance-based bonus to be structured according to measurable metrics.  Our company is substance free.  Successful candidate will be required to submit to a drug test before hiring and random testing thereafter.




PTO benefits


Comprehensive medical plan (medical, drug and vision) with HMAA or Kaiser, dental w/HDS


Holiday pay on Federal holidays


Group life & AD&D coverage – 100% premiums company sponsored


Group long term care coverage –  base coverage 100% company sponsored


Vesting to pension plan (ESOP) after 3 years of service