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 including:

• 401(K) Retirement Saving Plan w/ Employer Match
• Medical, Dental & Vision insurance
• Tuition Reimbursement
• Life Insurance
• Supplemental Medical Coverage
• Paid Time Off
• Parental Leave
• Paid Holidays
• Employee Assistance Program
• Flexible Spending Accounts

This position involves the responsibility of performing administrative functions that provide support to different departments as assigned. The role is responsible for facilitating efficient day-to-day administrative operations and providing dependable support across the organization, 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.

Please note applications out of the geographic region for position applied will not be considered.

• Six (6) months of 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.
• Ability to communicate (read, write, speak) in English and Spanish at an intermediate level.
• 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.

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

• Provides administrative support to Human Resources and other departments as assigned, including preparation and distribution of memos, notices, correspondence, reports, and other communications.
• Serves as the primary backup for the Receptionist, answering and directing incoming calls, welcoming and registering visitors, receiving and processing packages, and performing other administrative responsibilities associated with the reception area.
• Assists with the planning and logistical coordination of HR-sponsored employee events and activities, including researching, obtaining quotes from, and coordinating with vendors for catering, rentals, supplies, and other event-related services.
• Tracks employee credentials and expiration dates to support timely renewals and assists newly hired employees with obtaining required TWIC and Port s.
• Performs data entry and maintains electronic and physical files, records, forms, and other departmental documentation.
• Assists with meeting agendas, meeting materials, and notes as requested.

• Prepares and submits purchasing requests and follows up on orders, deliveries, and related documentation.
• Reviews and codes invoices for payment and routes them for appropriate approval and processing.
• Prepares and submits purchase requests for supplies needed by any department. Follows up to assure that supplies ordered are received in a timely manner.
• Coordinates conference and meeting room reservations and assists with catering orders and other meeting-related arrangements.
• Assists with the preparation and maintenance of the monthly CSA report, including data entry and administrative follow-up as required.
• 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.
• Provides support to the Vehicle Receiving department as needed, assisting customers with export documentation, verifying and processing required documentation, and completing applicable system entries…