Administrative Assistant – PortMiami

Seaboard Marine; Miami (FL); On-site; USD 32,000 - 48,000; Full time

Benefits offered by this job

401(k) 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

Job summary

Seaboard Marine is seeking an Administrative Assistant to provide essential support across Human Resources and other departments. You will handle memos, visitor reception, event coordination, and credential tracking while ensuring accurate records and compliant procedures.

The role requires bilingual English/Spanish communication, proficiency in MS Word/Excel/Outlook, and the ability to multitask in a fast-paced environment. Occasional extended hours may be required.

Qualifications

• Six (6) months minimum experience as 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.

Responsibilities

• 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 ID credentials.
• 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 in accordance with U.S. Customs requirements and established procedures.
• Supports the Driver Compliance department with payroll processing.
• Serves as a backup for the preparation of vessel stow plans.
• Perform additional duties as assigned.

Skills

Bilingual English/Spanish

MS Word

MS Excel

MS Outlook

Time management

Interpersonal skills

Customer service

Communication (read/write) in business

multitask handling

Education

Some college education

Tools

PowerPoint

SharePoint

Job description

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

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

POSITION SUMMARY:

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.

GEOGRAPHIC REGION:

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

QUALIFICATIONS:

Required

• 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.

Preferred

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

DUTIES AND RESPONSIBILITIES:

Primary

• 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 ID credentials.
• 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.

Secondary

• 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 in accordance with U.S. Customs requirements and established procedures.
• Supports the Driver Compliance department with payroll processing.
• Serves as a backup for the preparation of vessel stow plans.
• 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
• Wear protective PPE (Personal Protective Equipment) as instructed or necessary
• Comply with all company safety policies, procedures, and rules
• Refuse any unsafe task or operation
• Participate in safety meetings and training
• Be constantly aware of their personal safety and that of their coworkers

SUPERVISION RECEIVED AND EXERCISED:

Reports directly to the HR Team Leader and HR Assistant Manager. 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.