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Seaboard Marine · 3 months ago

Administrative Assistant – Floater PortMiami

Miami, Florida

Full-time

Onsite

Entry Level

1+ years exp

Seaboard Marine is a company offering long-term employment with opportunities for growth. The role of Administrative Assistant involves performing various administrative functions to support different departments, assisting the manager with general office tasks, and ensuring compliance with U.S. Customs regulations for exports.

Transportation

Comp. & Benefits

Responsibilities

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

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

Qualification

Administrative Assistant experienceOffice practices knowledgeMS WordExcelOutlookSpanish communicationTime management skillsHandle phone linesFollow proceduresWork extended hoursProcess informationInterpersonal skillsOrganizational skills

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

Benefits

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

Company

Seaboard Marine

Seaboard Marine, Ltd. provides ocean transportation services in the United States, the Caribbean Basin, and Central and South America. It is a sub-organization of Seaboard Corporation.

Founded in 1983

Miami, Florida, USA

1001-5000 employees