Administration Assistant

B&H Worldwide • Doral, FL

2d • Onsite

About The Position

The Administration Assistant will be responsible for key administration activities to support the US operational teams to ensure Best-in-Class service delivery standards are achieved and maintained at all times. In addition, this varied role includes responsibility for maintaining accurate records, managing office supplies, supporting the seamless on-boarding of new team members and assisting in general administrative duties.

Requirements

• Previous experience in an administrative role within a logistics environment is advantageous.
• Self-motivated with the ability to work independently and under supervision.
• Possess appropriate IT skills.
• Experience handling operational files and overseas debit notes.
• Be persistent, tenacious, and determined to get the job completed correctly the first time.

Responsibilities

• Order, receive, and track office supplies.
• Process invoices and reconcile receipts with payment forms.
• Coordinate onboarding and offboarding of employees, including desk setup and equipment returns.
• Support employee engagement initiatives and office events.
• Provide administrative cover for team members when needed.
• Input shipment details and tracking updates into FirstTrac.
• Maintain and update the Flight Monitoring Board.
• Generate data management reports using CargoWise.
• Update Shipamax daily.
• Accurately input costs and monitor airline freight charges in CargoWise.
• Assist in preparing monthly revenue reports.
• Ensure timely invoice processing and payments to agents/suppliers.
• Handle customer billing and monitor outgoing invoices.
• Answer phone calls and direct queries efficiently.
• Support the Station Manager with MIA office upkeep, supplier management, and staff supplies.
• Manage office, kitchen, and stationery supplies, ensuring adequate stock.
• Coordinate with Marketing on brand merchandise for external events.
• Ensure high office cleanliness standards and arrange periodic deep cleaning.
• Organize property repairs, maintenance, and other facility-related tasks.
• Adhere to health and safety policies and procedures.
• Ensure compliance with company Quality Management System processes.

Benefits

• Competitive wages
• 401k with company match
• Health insurance, including dental and vision plans.
• Paid vacation and holidays and an additional day for your birthday.
• Employee Assistance Programme.
• Free on-site parking.
• Opportunity to grow expertise through ongoing coaching, training and development.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed