Administrative Assistant – PortMiami

Seaboard Marine•Miami, FL

8d•Onsite

About The Position

The Administrative Assistant performs routine administrative functions supporting Human Resources and other departments as assigned. The role helps facilitate efficient day-to-day operations by carrying out general office work in accordance with established instructions, practices, procedures, and precedents. The position also serves as the primary backup for the Receptionist and may support other departments with clerical and operational tasks. The work is performed in an indoor office with a controlled-temperature environment. The environment is usually busy due to open areas and telephone activity. The position reports directly to the HR Team Leader and HR Assistant Manager and does not supervise others. Long-term employment and opportunities for growth are described.

Requirements

At least six months of experience 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 ability to read, write, and speak English and Spanish.
Well-developed interpersonal skills.
Strong time-management and organizational skills.
Ability to communicate effectively in a business environment, including reading and writing.
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.
Ability to sit regularly and continuously, use fingers, talk and/or hear frequently, and occasionally stand and walk.
Ability to occasionally lift and/or move up to 10 pounds.
Vision abilities include close, distance, color, peripheral, and depth vision, as well as adjusting focus.

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.
Serve as the primary backup for the Receptionist by answering and directing calls, welcoming and registering visitors, receiving and processing packages, and handling related reception-area duties.
Assist with planning and coordinating HR-sponsored employee events, including researching and coordinating vendors for catering, rentals, supplies, and other services.
Track employee credentials and expiration dates to support timely renewals, and assist new employees with obtaining required TWIC and Port ID credentials.
Enter data 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 and deliveries, and maintain related documentation.
Review and code invoices for payment and route them for approval and processing.
Prepare and submit departmental supply requests and follow up to ensure timely receipt.
Coordinate conference and meeting room reservations and assist with catering and other meeting arrangements.
Assist with preparing and maintaining the monthly CSA report, including data entry and administrative follow-up.
Place service calls for office equipment and building problems, and follow up to ensure issues are addressed promptly.
Support the Vehicle Receiving department as needed by assisting customers with export documentation, verifying and processing required documents, and completing system entries in accordance with U.S. Customs requirements and established procedures.
Support the Driver Compliance department with payroll processing.
Serve as a backup for preparing 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, follow company safety policies and procedures, refuse unsafe tasks, participate in safety meetings and training, and remain aware of personal and coworker safety.