Administrative Assistant (Auto Logistics Processing)

ENSTRUCTURE LLC•Jacksonville, FL

36d

About The Position

The Administrative Assistant supports daily operations within the Port Terminal Auto Logistics Processing division. This role provides administrative, clerical, and operational support to ensure efficient workflow, accurate documentation, compliance with port and customer requirements, and seamless coordination between terminal operations, logistics, HR, safety, and management teams.

Requirements

High School Diploma or equivalent required.
Valid Driver’s License – Required
Must pass background check, drug screening, and physical examination
2–3 years of administrative or operations support experience; port, logistics, or automotive industry preferred.
Strong organizational and time-management skills with attention to detail.
Proficiency in MS Office Suite (Excel, Word, Outlook); experience with logistics or terminal systems is a plus.
Ability to learn and adapt to fast-paced operational environments.
Strong written and verbal communication skills.
Ability to maintain confidentiality of sensitive data.
Positive attitude, dependable, and able to work independently or as part of a team.

Nice To Haves

experience with logistics or terminal systems is a plus

Responsibilities

Manage incoming calls, emails, and visitor inquiries, and direct communication promptly and professionally.
Prepare, maintain, and distribute operational documents, reports, spreadsheets, and daily logs.
Assist with scheduling meetings, coordinating calendars, and preparing meeting materials.
Maintain filing systems (electronic and hard copy) for operational, HR, and compliance records.
Process invoices, purchase orders, and vendor documentation per company procedures.
Assist with data entry for vehicle inventory, processing activities, damage documentation, and work orders.
Update and maintain system records in accordance with customer and port authority requirements.
Support coordination of inbound/outbound vehicle movements and trucking appointments.
Track unit status (arrivals, inspections, detailing, accessorizing, shipping readiness).
Assist with generating daily/weekly operational reports for leadership and customers.
Maintain employee attendance logs, training records, and compliance documentation.
Assist with new-hire paperwork, ID badges, access cards, and onboarding coordination.
Support safety initiatives, including incident reporting, SDS logs, and training sign-ins.
Ensure confidentiality and compliance with company and port regulations.
Communicate professionally with port officials, trucking companies, inspectors, OEM representatives, and vendors.
Assist with scheduling and coordinating operational services or vendor work on-site.
Support customer service activities, including documentation, reporting, and issue resolution.