Bilingual Administrative Assistant: HR & Operations Support

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

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.