Administrative Assistant – PortMiami

About the role

This position involves the responsibility of performing administrative functions that provide support to the department assigned to. Candidate will work in different departments as needed and assigned by the Human Resources department. They 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.

Qualifications

• 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.
• Intermediate communication skills in English.
• Intermediate communication skills in Spanish.
• 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.
• Some college education.
• Experience in PowerPoint systems and SharePoint (preferred).

Duties and responsibilities

• Primary: Assist in administrative projects and tasks across different departments as assigned.
• Prepares reports requested by the department manager, where information may be obtained from a variety of sources.
• Type letters and memoranda with supervisor’s guidance. Obtains necessary signatures and routes appropriately.
• Performs scanning and filing of documents (soft/electronic copies and physical copies).
• Produces meeting agendas and takes meeting notes as needed for any given department.
• Produces photocopies and send communications as required by supervisor and follows up with contacting party to assure receipt of such.
• Receives and opens correspondence for the department manager.
• Answers all incoming telephone calls for the department manager and directs them as necessary.
• Receives and screens all office visitors for the department manager.
• Afford assistance and guide customers in the process of validating paperwork to meet U.S. Customs regulations for the export of self-propelled vehicles (19 CFR Part 192).
• Match customer documentation (letter of intent, title, etc.) processed with U.S. Customs to the dock receipt (pending customs clearance) using the digital mailbox.
• Execute letters of intent for cargo received at the Port Miami Terminal for export by verifying receipt of cargo via the AS400.
• Serve as the primary backup for the Receptionist, attending to all incoming calls through the communication platform promptly, receiving visitors, registering packages, and assisting with room reservations.
• Serve 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.

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.