Administrative Assistant - A/P & Purchasing

Seaboard Marine•Miami, FL

5d•Onsite

About The Position

This position provides essential administrative support to the Purchasing Department and the Parts and Supplies team. The role assists with preparing, tracking, and filing purchasing documents; processing invoices; maintaining records; and generating routine reports. It also supports order entry, vendor communication, cycle counts, and inventory-related documentation. The position works under general supervision and follows established procedures and departmental guidelines. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

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 across the organization and with external organizations and vendors.
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 a volume of calculations quickly and accurately.
Ability to work independently with limited supervision, multitask, and demonstrate initiative.
Organizational and time-management skills, including prioritization and attention 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.

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 them as necessary, and deliver messages.
Maintain and update departmental filing systems.
Prepare courier packages and airway bills for delivery of packages and documents.
Organize and file purchase orders, invoices, and proof of delivery documents to support invoice processing.
Provide clerical support reviewing receiving documents and matching them with purchase orders and vendor invoices.
Prepare and maintain documentation for DST purchase orders, including scanning, copying, and organizing records for audit readiness.
Support coding incoming invoices by gathering information and assisting 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 in 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 payroll processing for owner-operators, including document preparation and data entry.
Audit purchase orders against packing lists and invoices and flag discrepancies for review.
Assist with inventory discrepancies.
Assist in 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 PPE as instructed or necessary, comply with company safety policies and rules, refuse unsafe tasks, participate in safety meetings and training, and remain aware of personal and coworker safety.