Administrative Assistant (Bilingual) - Customer Compliance

About the Role

This position involves performing administrative functions that provide support to the assigned department. The candidate will work onsite in different departments as needed and assigned by Human Resources personnel, assisting with general office functions that are routine in nature. The role requires the ability to perform each essential duty satisfactorily, with reasonable accommodations available for individuals with disabilities.

Starting rate: $19 per hour. This is a long-term employment opportunity with growth potential.

Please note: Applications outside the geographic region for this position will not be considered.

Responsibilities

• Supports the Admin Support department by assisting with various administrative duties and/or event setup, as assigned.
• Provides general administrative support to various departments throughout the company, as needed.
• Offers courteous front-line support by answering basic customer questions or directing customers to the appropriate team members via phone or in person.
• Provides 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.
• Performs additional duties as assigned.

Requirements

• 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 Qualifications

• 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.

Physical Requirements

• Regularly required to sit and use fingers.
• Frequently required to talk and/or hear.
• Continuously required to sit.
• Occasionally required to stand and walk.
• Must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required 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

Reports directly to HR management and the Department Manager of the assigned department. May provide assistance to other employees within the department in the performance of clerical duties. Does not exercise supervision over any position.

Work Conditions

• Indoors office, controlled temperature environment.
• The noise level in the work environment is usually busy due to open areas and telephones.

Benefits

• 401(K) Retirement Savings Plan with 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