Administrative Assistant - A/P & Purchasing

Seaboard Marine•Miami, FL

About The Position

This position provides essential administrative support to the Purchasing Department and the Parts and Supplies team. Responsibilities include assisting with the preparation, tracking, and filing of purchasing documents, processing invoices, maintaining records, and generating routine reports. The role also supports order entry, vendor communication, cycle counts, and inventory-related documentation. This position works under general supervision and follows established procedures and departmental guidelines. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Requirements

One (1) year minimum of administrative support experience in accounting, procurement, or inventory environments.
Thorough knowledge of office practices, procedures, and proper usage of office equipment.
Intermediate Computer skills in programs such as MS Word, Excel & Outlook.
Must have intermediate communication skills both in English and Spanish to communicate at different levels throughout the organization and with exterior organizations, vendors, etc.
Must be able to accurately process alpha/numeric information.
The ability to respond to common inquiries relating to the areas of DST system or purchasing.
Strong mathematical and numerical abilities. Ability to perform a volume of numerical calculations with speed and accuracy.
Ability to work independently with limited supervision, multitask and possess strong initiative.
Possess organizational and time management skills with ability to prioritize and be detail-oriented.
Ability to consistently meet deadlines.
Ability to work extended hours, holidays, and/or weekends as needed.
Ability to understand and follow complex oral and written instructions and technical terminology.
Ability to exercise independent judgment within established systems and procedures.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Ability to establish and maintain effective working relationships with vendors and fellow employees.
Must have or be able to obtain a TWIC card within 30 days of employment.

Nice To Haves

Associate’s Degree in Business Administration, Accounting, or a related field.
Experience using JD Edwards system.

Responsibilities

Receives and opens correspondence for the Purchasing department.
Answer all incoming telephone calls for the Purchasing department and direct them as necessary. Deliver messages as necessary.
Maintains and updates departmental filing systems.
Prepare courier packages and airway bills when packages and documents need to be delivered.
Assist with organizing and filing purchase orders, invoices, and proof of delivery (POD) documents to support invoice processing.
Provide clerical support in reviewing receiving documents and matching them with purchase orders and vendor invoices.
Help prepare and maintain documentation for DST purchase orders, including scanning, copying, and organizing records for audit readiness.
Support the coding of incoming invoices by gathering necessary information and assisting with general ledger allocation under supervision.
Enter basic data into the DST system and assist with batch preparation for invoice posting and payment processing.
Assist in collecting and organizing vendor documentation such as applications, W-9s, and insurance certificates.
Help complete vendor forms and maintain vendor files in accordance with company procedures.
Support communication with vendors by responding to routine inquiries and escalating complex issues to the Coordinator or Manager.
Assist in verifying invoice details such as pricing, terms, and tax charges under guidance.
Help generate reports such as open purchase order reports and follow up on missing invoices.
Enter accounts payable invoices into the AS400/JDE system as directed, ensuring accuracy and completeness.
Provide administrative support for weekly payroll processing for owner-operators, including document preparation and data entry.
Assist in auditing purchase orders against packing lists and invoices, flagging discrepancies for review.
Assist with inventory discrepancies.
Assist in ordering and disbursing employee uniforms.
Perform additional related duties as assigned.