Port Administrative Assistant

Job Description

Location:

Bellingham, WA. Office

Reporting to:
Port Manager

Department/team:
Shipping
- Administration

Employment Type:

Full-time, Hourly

Travel requirements:
None

Key Technologies/Tools:
Microsoft 365 applications, including Word, Excel, Outlook, and PowerPoint, as well as GACagent and GACShip (training provided on the job).

What would your day at GAC look like?

• Answer incoming calls, monitor shared mailboxes, manage daily email correspondence, route inquiries to the appropriate agent, and assign job numbers as required.
• Set up jobs, update job numbers, add details and reports, confirm services, input package information (AWB, TO/FROM, SPECS, ETC.).
• Assist with crewing, accommodation and transport. Input crew details and flight details into GACagent.
• Receive, track, and maintain records of all inbound and outbound parcels for the port office. Responsible for managing Fed Ex account for the port office. Manage samples and spares, send deliveries, ensure AMS is filed before any spares land, track them in GACagent, and drop them off at the lab if needed.
• Coordinate with internal departments to ensure operational data is accurately entered, maintained, and reported.
• Ensure Quality Questionnaires and Customer Satisfaction Surveys are sent for all port calls. Should be added to the note section in the job.
• Assisting with Certificate of Compliance (COC) payments, CBP fees, checks, port clearance, bunkers, and VECS as needed.

What’s in it for you?

This is your chance to become part of the global GAC team, which has been providing professional shipping, logistics, and marine services since 1956. Everything we do is guided by the GAC Spirit, built on mutual loyalty between management and staff, and a belief in the value of our people as individuals - not just for the jobs they do. With more than 7,500 colleagues in 300 strategically located offices in more than 50 countries around the world, we focus on quality, safety, and sustainability with a human touch.

Emphasizing a long-term approach, innovation and ethics, our flexible and integrated portfolios are designed to work within and support our customers’ operations.

Job Requirements

• Strong computer proficiency, excellent written and verbal communication skills, and advanced knowledge of Microsoft Office 365 applications, including Outlook, Word, Excel, and PowerPoint.
• Professionalism
  - Demonstrates a professional presence that promotes the GAC brand and fosters customer trust and confidence
• Adaptability
  - Adjusts effectively to changing priorities, work environments, and new information while maintaining productivity and service quality.

Preferred Qualifications

• Previous administrative, logistics, maritime, or customer service experience.
• Experience working with databases, ERP systems, or transportation management software.
• Ability to prioritize multiple tasks in a fast-paced environment.

You Will Also Enjoy

• 401(k) matching
• Dental insurance
• Health insurance
• On-the-job training
• Paid time off
• Vision insurance

Note:

The candidate is expected to comply with the GAC Health, Safety, Security and Environment (HSSE) Policy and GAC HSSE Manual procedures that emphasize industrial and personal safety and environmental precautions. Shortlisted candidates will be subject to a background check that includes drug and alcohol screening.

• Eligible to work in the United States