Operations Administrative Assistant

World Kinect•Carolina, PR

20h

About The Position

At World Kinect, our employees are the key to our global success. We are industry leaders due to the innumerable talents of our approximately 5000 strong professional team. Our people thrive in an entrepreneurial and culturally-diverse environment, where innovative thinking, collaboration and efficient execution are highly valued. Our high-performance culture is what allows us to drive sustained growth. Stronger together, we promote an environment where individuals can thrive. At World Fuel the Operations Administrative Assistant plays a key role in supporting daily operational activities and ensuring seamless coordination across the Operations team. This position supports scheduling, driver coordination, documentation, compliance tracking, and reporting. The ideal candidate is highly organized, detail‑oriented, and thrives in a fast‑paced, safety‑focused operations environment.

Requirements

1–2 years of experience in operations administration or a similar role.
Strong proficiency in Microsoft Excel, Word, and other computer systems.
English proficiency (oral and written) required
Strong organizational skills, attention to detail, and the ability to work in a fast-paced environment.
Excellent communication skills and a customer service mindset.

Nice To Haves

bilingual English/Spanish preferred

Responsibilities

Provide daily administrative support to the Operations Manager and operations staff.
Prepare, review, and maintain key operational documents, including delivery schedules, airport IDs, and fuel reconciliation reports.
Assist in coordinating fuel deliveries, driver schedules, and maintenance/service appointments.
Monitor and update operational logs, spreadsheets, and internal systems related to fuel inventory, routes, and customer accounts.
Verify and input timekeeping records, attendance, and absences.
Support internal events such as trainings, employee engagement activities, and communications.
Serve as a central point of contact between operations and internal teams.
Answer phone calls and respond to emails related to delivery schedules, service issues, or documentation inquiries.
Act as the main communication contact for drivers regarding schedules, documentation needs, and follow-ups.
Maintain accurate and organized files related to DOT, safety, environmental, and regulatory compliance.
Assist with tracking certifications, inspections, training renewals, and operational permits.
Ensure all documentation meets company policies and regulatory requirements.
Enter and validate data related to fuel deliveries, inventory, and usage.
Prepare routine operational reports for leadership review.
Identify discrepancies and escalate issues for timely resolution.
Manage office supply inventory and support administrative projects.
Assist with onboarding activities for new hires.
Support audits and internal compliance reviews.
Perform other duties as assigned to enhance operational efficiency.
Prepare driver performance reports (speeding, sudden stops, etc.).
Maintain up-to-date driver documentation (licenses, medical certifications, endorsements).
Coordinate compliance requirements including medical evaluations, HAZMAT, and Defensive Driving certifications.