Administrative Assistant - Floater PortMiami

Seaboard Corporation•Miami, FL

44d•Onsite

About The Position

This position involves the responsibility of performing administrative functions that provide support to the department assigned to. Candidate will work in different departments as needed and assigned by the Human Resources department. They will also provide assistance to the manager of the department assigned to carrying out general office functions that are routine in nature and are performed in accordance with general work instructions and established office practices, procedures, and precedents. 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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

One (1) year minimum experience working as an Administrative Assistant in a fast-paced office environment.
Thorough knowledge of office practices, procedures, and proper usage of office equipment.
Intermediate computer skills in programs such as MS Word, Excel, and Outlook.
Intermediate communication skills in English.
Intermediate communication skills in Spanish.
Well-developed interpersonal skills.
Strong time management and organizational skills.
Ability to communicate (read and write) effectively in a business environment.
Ability to handle multiple phone lines.
Ability to process alphanumeric information.
Ability to perform and prioritize a variety of administrative assignments with minimal supervision.
Ability to work extended hours, holidays, and/or weekends.
Ability to meet and deal effectively with customers, executives, and the general public.
Ability to follow procedures and instructions.
Must have or be able to obtain a TWIC card within 30 days of employment.

Nice To Haves

Some college education.
Experience in PowerPoint systems and SharePoint.

Responsibilities

Assist in administrative projects and tasks across different departments as assigned.
Prepares reports requested by the department manager, where information may be obtained from a variety of sources.
Type letters and memoranda with supervisor's guidance. Obtains necessary signatures and routes appropriately.
Performs scanning and filing of documents (soft/electronic copies and physical copies).
Produces meeting agendas and takes meeting notes as needed for any given department.
Produces photocopies and send communications as required by supervisor and follows up with contacting party to assure receipt of such.
Receives and opens correspondence for the department manager.
Answers all incoming telephone calls for the department manager and directs them as necessary.
Receives and screens all office visitors for the department manager.
Assist and guide customers in the process of validating paperwork to meet U.S. Customs regulations for the export of self-propelled vehicles (19 CFR Part 192).
Match customer documentation (letter of intent, title, etc.) processed with U.S. Customs to the dock receipt (pending customs clearance) using the digital mailbox.
Execute letters of intent for cargo received at the Port Miami Terminal for export by verifying receipt of cargo via the AS400.
Verify export validation for each vehicle or unit and authorize export by entering the "Ship by Date" on the AS400 system.
Serves as the primary backup for the Receptionist, attending to all incoming calls through the communication platform promptly, receiving visitors, registering packages, and assisting with room reservations.
Supports the Driver Compliance department with payroll processing.
Prepares and submits purchase requests for supplies needed by any department. Follows up to assure that supplies ordered are received in a timely manner.
Places service calls as needed for office machines and building problems that need repair. Follows up to ensure issues are addressed in a timely manner.
Prepares courier packages and airway bills when packages and documents need to be delivered.
Proofread documents for grammar edits.
Serves as a backup for the preparation of vessel stow plans.
Perform additional duties as assigned.