Administrative Assistant - A/P & Purchasing

Seaboard Marine•Miami, FL

2d•Onsite

About The Position

The Administrative Assistant provides essential administrative support to Seaboard Marine’s Purchasing Department and Parts and Supplies team. The role assists with purchasing documentation, invoice processing, record maintenance, routine reporting, order entry, vendor communication, cycle counts, and inventory-related documentation. Work is performed under general supervision, following established procedures and departmental guidelines. The position is based in an indoor office with controlled temperatures. The employee is occasionally exposed to dust, fumes, airborne particles, and toxic or caustic chemicals; noise is usually quiet to moderate. The role requires regular use of hands and fingers, frequent talking and hearing, and continuous sitting, with occasional standing, walking, climbing or balancing, and stooping, kneeling, crouching, or crawling. Occasional lifting or moving of up to ten pounds is required. The position must comply with company safety procedures, report hazards and incidents, use protective equipment as instructed, and participate in safety meetings and training. The employee receives direct supervision from the Operational Cost Control Manager and may assist other Purchasing and Parts Department employees with administrative functions. The role does not supervise others. Starting pay is $19 per hour. Long-term employment and opportunities for growth are offered.

Requirements

At least one year of administrative support experience in accounting, procurement, or inventory environments.
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 communication skills in both English and Spanish to communicate with internal and external organizations, vendors, and employees.
Ability to accurately process alphanumeric information.
Ability to respond to common inquiries relating to the DST system or purchasing.
Strong mathematical and numerical abilities, including performing numerical calculations quickly and accurately.
Ability to work independently with limited supervision, multitask, and demonstrate initiative.
Organizational and time-management skills, including the ability to prioritize and attend to detail.
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.
Must be able to perform the essential duties satisfactorily, with reasonable accommodation available for individuals with disabilities.
Physical ability to use hands and fingers regularly; talk and/or hear frequently; sit continuously; occasionally stand and walk, climb or balance, stoop, kneel, crouch, or crawl; and occasionally lift or move up to ten pounds.

Nice To Haves

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

Responsibilities

Receive and open correspondence for the Purchasing Department.
Answer incoming telephone calls for the Purchasing Department, direct calls as necessary, and deliver messages.
Maintain and update departmental filing systems.
Prepare courier packages and airway bills for documents and packages that need delivery.
Organize and file purchase orders, invoices, and proof-of-delivery documents to support invoice processing.
Review receiving documents and match them with purchase orders and vendor invoices as clerical support.
Prepare and maintain documentation for DST purchase orders, including scanning, copying, and organizing records for audit readiness.
Gather information to support invoice coding and assist with general ledger allocation under supervision.
Enter basic data into the DST system and assist with batch preparation for invoice posting and payment processing.
Collect and organize vendor documentation, including applications, W-9s, and insurance certificates; complete vendor forms and maintain vendor files according to company procedures.
Respond to routine vendor inquiries and escalate complex issues to the Coordinator or Manager.
Assist with verifying invoice details, including pricing, terms, and tax charges, under guidance.
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 owner-operator payroll processing, including document preparation and data entry.
Audit purchase orders against packing lists and invoices and flag discrepancies for review.
Assist with inventory discrepancies.
Assist with ordering and disbursing employee uniforms.
Perform additional related duties as assigned.
Report safety hazards and promptly report incidents involving injury, illness, or property damage.
Wear protective personal protective equipment as instructed or necessary, comply with company safety policies and procedures, refuse unsafe tasks, and participate in safety meetings and training.