Administrative Assistant – PortMiami

Long-term employment with opportunities for growth.Discover more about our organization, culture, and employee benefits by visiting this page.
Explore life at Seaboard Marine:We offer excellent benefits from day one, including:

• 401(K) Retirement Saving Plan w/ Employer Match
• Low-Cost Health, Dental & Vision insurance (Starting DAY ONE)
• Tuition & Certification Reimbursement
• Paid Time Off – (15 Days; prorated before 1st year)
• Parental Leave
• Paid holidays

POSITION SUMMARY: This position involves the responsibility of performing administrative functions that provide support to the department assigned to. Candidate will work in different departments as needed and assigned by the Human Resources department.They will also provide assistance to the manager of the department assigned to carrying out general office functions that are routine in nature and are performed in accordance with general work instructions and established office practices, procedures, and precedents.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. GEOGRAPHIC REGION:Please note applications out of the geographic region for position applied will not be considered. QUALIFICATIONS:Required

• One (1) year minimum experience working as an Administrative Assistant in a fast-paced office environment.
• Thorough knowledge of office practices, procedures, and proper usage of office equipment.
• Intermediate computer skills in programs such as MS Word, Excel, and Outlook.
• Intermediate communication skills in English.
• Intermediate communication skills in Spanish.
• Well-developed interpersonal skills.
• Strong time management and organizational skills.
• Ability to communicate (read and write) effectively in a business environment.
• Ability to handle multiple phone lines.
• Ability to process alphanumeric information.
• Ability to perform and prioritize a variety of administrative assignments with minimal supervision.
• Ability to work extended hours, holidays, and/or weekends.
• Ability to meet and deal 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.

Preferred

• Some college education.
• Experience in PowerPoint systems and SharePoint.

DUTIES AND RESPONSIBILITIES: Primary

• Assist in administrative projects and tasks across different departments as assigned.
• Prepares reports requested by the department manager, where information may be obtained from a variety of sources.
• Type letters and memoranda with supervisor’s guidance. Obtains necessary signatures and routes appropriately.
• Performs scanning and filing of documents (soft/electronic copies and physical copies).
• Produces meeting agendas and takes meeting notes as needed for any given department.
• Produces photocopies and send communications as required by supervisor and follows up with contacting party to assure receipt of such.
• Receives and opens correspondence for the department manager.
• Answers all incoming telephone calls for the department manager and directs them as necessary.
• Receives and screens all office visitors for the department manager.
• Assist and guide customers in the process of validating paperwork to meet U.S. Customs regulations for the export of self-propelled vehicles (19 CFR Part 192).
• Match customer documentation (letter of intent, title, etc.) processed with U.S. Customs to the dock receipt (pending customs clearance) using the digital mailbox.
• Execute letters of intent for cargo received at the Port Miami Terminal for export by verifying receipt of cargo via the AS400.
• Verify export validation for each vehicle or unit and authorize export by entering the “Ship by Date” on the AS400 system.
• Serves as the primary backup for the Receptionist, attending to all incoming calls through the communication platform promptly, receiving visitors, registering packages, and assisting with room reservations.
• Supports the Driver Compliance department with payroll processing.

Secondary

• Prepares and submits purchase requests for supplies needed by any department.Follows up to assure that supplies ordered are received in a timely manner.
• Places service calls as needed for office machines and building problems that need repair.Follows up to ensure issues are addressed in a timely manner.
• Prepares courier packages and airway bills when packages and documents need to be delivered.
• Proofread documents for grammar edits.
• Serves as a backup for the preparation of vessel stow plans.
• Perform additional duties as assigned.

PHYSICAL REQUIREMENTS:

• While performing the duties of this job, the employee is regularly required to sit and use his/her fingers.
• The employee frequently is required to talk and/or hear.
• The employee is continuously required to sit.
• The employee is occasionally required to stand and walk.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

SAFETY REQUIREMENTS:

• Report safety hazards
• Immediately report incidents involving injury, illness, or property damage
• Wear protective PPE (Personal Protective Equipment) as instructed or necessary
• Comply with all company safety policies, procedures, and rules
• Refuse any unsafe task or operation
• Participate in safety meetings and training
• Be constantly aware of their personal safety and that of their coworkers

SUPERVISION RECEIVED AND EXERCISED: Reports directly to the HR Team Leader and HR Assistant Manager. May provide assistance to other employees within the department in the performance of clerical duties. Does not exercise supervision over any position. CONDITIONS:

• Indoors office, controlled temperature environment.
• The noise level in the work environment is usually busy due to open areas and telephones.