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Seaboard Marine · 18 hours ago

Administrative Assistant - A/P & Purchasing

Miami, FL

Full-time

Onsite

Entry Level

$19/hr - $19/hr

1+ years exp

Seaboard Marine is a company that provides essential administrative support to its Purchasing Department. The Administrative Assistant will assist with purchasing documents, processing invoices, maintaining records, and vendor communication, while working under general supervision.

Transportation

Comp. & Benefits

Responsibilities

Receives and opens correspondence for the Purchasing department

Answer all incoming telephone calls for the Purchasing department and direct them as necessary. Deliver messages as necessary

Maintains and updates departmental filing systems

Prepare courier packages and airway bills when packages and documents need to be delivered

Assist with organizing and filing purchase orders, invoices, and proof of delivery (POD) documents to support invoice processing

Provide clerical support in reviewing receiving documents and matching them with purchase orders and vendor invoices

Help prepare and maintain documentation for DST purchase orders, including scanning, copying, and organizing records for audit readiness

Support the coding of incoming invoices by gathering necessary information and assisting with general ledger allocation under supervision

Enter basic data into the DST system and assist with batch preparation for invoice posting and payment processing

Assist in collecting and organizing vendor documentation such as applications, W-9s, and insurance certificates

Help complete vendor forms and maintain vendor files in accordance with company procedures

Support communication with vendors by responding to routine inquiries and escalating complex issues to the Coordinator or Manager

Assist in verifying invoice details such as pricing, terms, and tax charges under guidance

Help generate reports such as open purchase order reports and follow up on missing invoices

Enter accounts payable invoices into the AS400/JDE system as directed, ensuring accuracy and completeness

Provide administrative support for weekly payroll processing for owner-operators, including document preparation and data entry

Assist in auditing purchase orders against packing lists and invoices, flagging discrepancies for review

Assist with inventory discrepancies

Assist in ordering and disbursing employee uniforms

Perform additional related duties as assigned

Qualification

Administrative support experienceComputer skillsCommunication skills (English/Spanish)Mathematical abilitiesOrganizational skillsTime management skillsIndependent judgmentVendor relationship managementTWIC cardJD Edwards experienceDetail-orientedProblem-solving skills

Required

One (1) year minimum of administrative support experience in accounting, procurement, or inventory environments

Thorough knowledge of office practices, procedures, and proper usage of office equipment

Intermediate Computer skills in programs such as MS Word, Excel & Outlook

Must have intermediate communication skills both in English and Spanish to communicate at different levels throughout the organization and with exterior organizations, vendors, etc

Must be able to accurately process alpha/numeric information

The ability to respond to common inquiries relating to the areas of DST system or purchasing

Strong mathematical and numerical abilities. Ability to perform a volume of numerical calculations with speed and accuracy

Ability to work independently with limited supervision, multitask and possess strong initiative

Possess organizational and time management skills with ability to prioritize and be detail-oriented

Ability to consistently meet deadlines

Ability to work extended hours, holidays, and/or weekends as needed

Ability to understand and follow complex oral and written instructions and technical terminology

Ability to exercise independent judgment within established systems and procedures

Ability to define problems, collect data, establish facts, and draw valid conclusions

Ability to establish and maintain effective working relationships with vendors and fellow employees

Must have or be able to obtain a TWIC card within 30 days of employment

Preferred

Associate's Degree in Business Administration, Accounting, or a related field

Experience using JD Edwards system

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