Operations & Workforce Admin Assistant

The-Port-of-Virgini; Norfolk (VA); On-site; USD 30,000 - 38,000; Full time

Job summary

The Port of Virginia is seeking an administrative and operational support specialist to coordinate labor assignments, maintain workforce records, and ensure attendance and labor agreement compliance. The role involves preparing reports, drafting communications, and supporting departmental leadership in a fast-paced terminal environment.

Qualifications include a high school diploma or GED, a valid driver’s license with a TWIC credential, and at least one year of relevant experience.

Qualifications

• High School diploma or GED required.
• Valid driver’s license; Transportation Worker Identification Credential (TWIC) required.
• One year of relevant experience preferred.
• Proficiency with Microsoft Office applications (Outlook, Word, PowerPoint).

Responsibilities

• Oversees labor order administration by rotating labor assignments across departments and maintaining accurate workforce, productivity, and operational records to support efficient terminal operations.
• Prepares cost studies of labor and equipment costs. Performs research on special projects as directed.
• Maintains filing systems for and develops correspondence, reports, and procedures.
• Maintains and updates department assets such as training materials, forms, policies, procedures, safety manuals, and other similar documentation.
• Sends disciplinary letters to represented colleagues.
• Prepares documentation and reports for departmental leadership.
• Prepares drafts and proofreads correspondence for proper grammar and spelling.
• Oversees attendance and workplace conduct compliance for ILA-represented colleagues, administering corrective actions, warning notices, and suspensions as necessary to ensure adherence to company policies and labor agreements.
• Conducts research and provides back-up papers in order that all correspondence is provided to the Operations Staff to ensure responses.
• Maintains suspense files on pending actions, meetings and reports, and replies to correspondence.
• Answers telephone inquiries, takes messages, and delivers to the appropriate person for action.
• Provides assistance to departments concerning inquiries about statistical data.
• Ensures compliance with all security, safety, and environmental regulations and policies within work area at all times.
• Ability to prepare, maintain, and disseminate accurate documentation while ensuring compliance with organizational formatting standards, policies, and procedures.
• Performs other duties as assigned.
• The Port of Virginia is a 24-hour, 7-day-a-week, 365-day-a-year operation; schedule and location may vary based on needs.

Skills

Problem solving

Communication

MS Office

Confidentiality

Organization

Prioritization

Education

High School diploma or GED

TWIC credential

Tools

None

Job description

The Port of Virginia is seeking an administrative and operational support specialist to coordinate labor assignments, maintain workforce records, and ensure attendance and labor agreement compliance. The role involves preparing reports, drafting communications, and supporting departmental leadership in a fast-paced terminal environment.

Qualifications include a high school diploma or GED, a valid driver’s license with a TWIC credential, and at least one year of relevant experience.