Administrative Assistant – PortMiami

Seaboard Marine•Miami, FL

4d•Onsite

About The Position

The Administrative Assistant performs routine administrative functions that support Human Resources and other departments as assigned. The role helps facilitate efficient day-to-day office operations by carrying out general office functions according to established instructions, practices, procedures, and precedents. The position also serves as the primary backup for the Receptionist and may provide clerical assistance to other employees. It reports directly to the HR Team Leader and HR Assistant Manager and does not supervise others. The position is based in an indoor office with a controlled-temperature environment. The work environment is usually busy because of open areas and telephones. Long-term employment and opportunities for growth are noted.

Requirements

At least six months of experience working as an Administrative Assistant in a fast-paced office environment.
Thorough knowledge of office practices, procedures, and proper use of office equipment.
Intermediate computer skills in programs such as MS Word, Excel, and Outlook.
Intermediate-level ability to read, write, and speak English and Spanish.
Well-developed interpersonal skills.
Strong time-management and organizational skills.
Ability to communicate effectively in writing and reading in a business environment.
Ability to handle multiple phone lines.
Ability to process alphanumeric information.
Ability to perform and prioritize varied administrative assignments with minimal supervision.
Ability to work extended hours, holidays, and/or weekends.
Ability to interact 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 with PowerPoint systems and SharePoint.

Responsibilities

Provide administrative support to Human Resources and other departments, including preparing and distributing memos, notices, correspondence, reports, and other communications.
Back up the Receptionist by answering and directing calls, welcoming and registering visitors, receiving and processing packages, and handling reception-area administrative tasks.
Assist with planning and coordinating HR-sponsored employee events, including researching and coordinating vendors for catering, rentals, supplies, and related services.
Track employee credentials and expiration dates and assist new hires with obtaining required TWIC and Port ID credentials.
Perform data entry and maintain electronic and physical files, records, forms, and other departmental documentation.
Assist with meeting agendas, materials, and notes as requested.
Prepare and submit purchasing requests; follow up on orders, deliveries, and related documentation.
Review and code invoices for payment and route them for approval and processing.
Purchase requests for departmental supplies and follow up to confirm timely receipt.
Coordinate conference and meeting room reservations, catering orders, and other meeting arrangements.
Assist with preparation and maintenance of the monthly CSA report, including data entry and administrative follow-up.
Place service calls for office machines and building problems and follow up to ensure timely resolution.
Support the Vehicle Receiving department as needed by assisting customers with export documentation, verifying and processing required documents, and completing system entries under U.S. Customs requirements and established procedures.
Support the Driver Compliance department with payroll processing.
Provide backup support for preparation of vessel stow plans.
Perform additional duties as assigned.
Report safety hazards and promptly report incidents involving injury, illness, or property damage.
Wear protective PPE as instructed or necessary, comply with company safety policies and procedures, refuse unsafe tasks, participate in safety meetings and training, and remain aware of personal and coworker safety.