Administrative Assistant (Bilingual) - Floater

Seaboard Marine•Miami, FL

8d•Onsite

About The Position

The Administrative Assistant (Bilingual) – Floater provides administrative support to the department assigned and may work onsite in different departments as directed by Human Resources. The role also assists the assigned department manager with routine general office functions performed according to work instructions and established office practices and procedures. The position provides flexible coverage across departments, supports projects and events, and adapts to changing workloads and priorities. It reports to HR management and the manager of the assigned department, and does not supervise others.

Requirements

At least three months of recent administrative work experience.
Advanced verbal and written communication skills in English and Spanish, including the ability to communicate effectively in a business environment.
Thorough knowledge of business English and Spanish, including spelling and punctuation.
Intermediate computer skills in programs such as MS Word, Excel, and Outlook.
High school diploma or equivalent.
Well-developed interpersonal skills and the ability to interact effectively and positively with internal and external customers, business associates from Latin America and the Caribbean, executives, and the public.
Comfort using digital tools and ability to learn and adapt quickly to internal systems and workflow platforms.
Strong time-management and organizational skills, including the ability to prioritize.
Strong attention to detail and accuracy in preparing documents, reports, and correspondence.
Thorough knowledge of office practices, procedures, and proper use of office equipment.
Skill in composing and preparing correspondence, reports, minutes, and other written materials accurately and at reasonable speed.
Ability to handle multiple assignments, meet deadlines, adapt to changing priorities in a fast-paced environment, and work with minimal supervision.
Ability to handle sensitive or confidential information with discretion and professionalism.
Ability to follow procedures and instructions.
Ability to report onsite and on time consistently.
Ability to work additional hours as needed.
Ability to sit regularly, use fingers, talk and/or hear frequently, and occasionally stand, walk, and lift or move up to 10 pounds.
Required vision abilities include close, distance, color, and peripheral vision, depth perception, and ability to adjust focus.

Nice To Haves

Experience working in the shipping industry, such as traffic or customer service.

Responsibilities

Assist the Admin Support department with administrative duties and event setup as assigned.
Provide general administrative support to various departments throughout the company as needed.
Answer basic customer questions or direct customers to appropriate team members by phone or in person.
Complete bookings, bills of lading, data entry, and AES (Automated Export System) submissions.
Handle hazardous loading guides and audit regulatory files.
Provide flexible support for special projects or events across different teams.
Prepare reports as needed.
Adapt to changing priorities and support areas experiencing high workloads or staffing gaps.
Cover Reception as needed.
Perform additional duties as assigned.
Report safety hazards and promptly report incidents involving injury, illness, or property damage.
Comply with company safety policies, procedures, and rules; refuse unsafe tasks or operations; and participate in safety meetings and training.