Administrative Assistant (Bilingual) - Customer Compliance

Seaboard Marine; Miami (FL); On-site; USD 22,000 - 31,000; Full time

Job summary

Seaboard Marine is seeking an on-site Administrative Assistant to support multiple departments, performing standard office functions and assisting managers. The role requires quick data entry into AS400, strong English communication, and the ability to manage multiple tasks in a fast-paced environment.

The ideal candidate has at least three months of administrative experience, solid MS Word/Excel/Outlook skills, and a high school diploma.

Qualifications

• At least three months of recent administrative work experience.
• Advanced verbal and written communication skills in English with the ability to communicate effectively in a business environment.
• Thorough knowledge of business English including proper spelling and punctuation.
• Intermediate computer skills in Word, Excel, and Outlook.
• High School diploma or equivalent.
• Strong interpersonal skills with executives and external partners.
• Ability to quickly learn internal systems and workflows.
• Strong time management and ability to prioritize tasks.
• Attention to detail in documents, reports, and correspondence.

Responsibilities

• Provide general administrative support to the Admin Support department and other teams.
• Answer basic customer questions or direct to the appropriate team by phone or in person.
• Enter data into AS400 from Excel files.
• Audit shipment records and invoices for accuracy.
• Review Jira tickets for completeness and follow up to resolve issues.
• Prepare reports as needed and support high-workload periods.

Skills

Verbal & written English

Interpersonal skills

Time management

Attention to detail

Discretion with confidential info

Multitasking

Education

High School diploma or equivalent

Tools

MS Word

Excel

Outlook

AS400

JIRA

Job description

Starting rate: $19 per hour
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: https://explore.seaboardmarine.com/pomrecruitment

POSITION SUMMARY:

This position involves the responsibility of performing administrative functions that provide support to the department assigned. The candidate will work onsite, in different departments as needed and assigned by the Human Resources personnel. 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 represent 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 the position applied will not be considered.

QUALIFICATIONS:

Required

• At least three (3) months of recent administrative work experience.
• Advanced verbal and written communication skills in English with the ability to communicate effectively in a business environment.
• Thorough knowledge of business English including proper spelling and punctuation.
• Intermediate computer skills in programs such as MS Word, Excel, and Outlook.
• High School diploma or equivalent.
• Well-developed interpersonal skills with the ability to interact effectively, with a positive demeanor and high energy, with internal and external customers, including business associates from Latin America and the Caribbean, executives, and the general public.
• Comfortable using digital tools. Ability to quickly learn and adapt to internal systems and workflow platforms.
• Ability to quickly review and resolve complex information through defining problems, collecting data, establishing facts, and drawing valid conclusions.
• Ability to spot trends and perform root-cause analyses to derive, submit, and implement recommendations for process improvements.
• Strong time management and organizational skills. Must be able to prioritize.
• Strong attention to detail and accuracy in preparing documents, reports, and correspondence.
• Thorough knowledge of office practices, procedures, and proper usage of office equipment.
• Skilled in composition and preparation of correspondence, reports, minutes, and other written materials with accuracy and reasonable speed.
• Ability to handle multiple assignments, meet deadlines, and adapt to changing priorities in a fast-paced environment, with minimal supervision.
• Ability to handle sensitive or confidential information with discretion and professionalism.
• Ability to follow procedures and instructions.
• Ability to report to work onsite and on time on a consistent basis.
• Ability to work additional hours as needed.

Preferred

• Experience working in a highly regulated industry (e.g., logistics, public accounting, legal services) with a proven ability to follow established rules and procedures.
• SOS (AS400) experience.

• Experience with workflow management software, preferably JIRA.

• Intermediate verbal and written communication in Spanish.

DUTIES AND RESPONSIBILITIES:

• Supports the Admin Support department, assisting with various administrative duties and/or event setup, as assigned.
• Provides general administrative support to various departments throughout the company, as needed.
• Provide courteous front-line support by answering basic customer questions or directing customers to the appropriate team members via phone or in person.
• Offers flexible support for special projects or events across different teams.
• Receives Excel files and accurately enters data into the AS400 system.
• Audits customer-provided shipment records against internal system-generated records to identify discrepancies.
• Audits customer-generated invoice amounts per shipment against confidential service contract deferred discount amounts to ensure invoice accuracy.
• Reviews Jira ticket submissions for completeness, accuracy, and required supporting documentation, and follows up as needed to resolve deficiencies.
• Reconciles customer-submitted commission invoices with tariff quote provisions and system-generated payments to ensure accurate and authorized total payments.
• Prepares reports on an as needed basis.
• Adapts to changing priorities and supports areas experiencing high workload or staffing gaps.
• Covers Reception, as needed.
• 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
• Comply with all company safety policies, procedures, and rules
• Refuse any unsafe task or operation
• Participate in safety meetings and training

SUPERVISION RECEIVED AND EXERCISED:

Reports directly to the HR management and Department Manager of the department assigned to. 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.

DISCLAIMER:

• We are an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other protected characteristic as outlined by federal, state, or local laws.
• If an applicant with a disability is unable or limited in their ability to use or access our online application center as a result of their disability, they can request reasonable accommodations by sending an email to [e-mail]
• The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
• The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.