Office Administrator

2 months ago

Miami, United States JAS Forwarding (USA), Inc. Full time


Job Description:
JAS is an international, non-asset-based supply chain services and solutions company. Our services include air and ocean freight forwarding, contract logistics, customs brokerage, distribution, inbound logistics, truckload brokerage and other supply chain management services, including consulting, the coordination of purchase orders and customized management services.

The Office Administrator position requires a punctual, reliable and organized individual with a positive, professional demeanor. Office Administrators should be able to answer basic inquiries and provide general information to callers, communicating efficiently. Excellent customer service skills are a must as this role regularly interfaces with high-profile guests, vendors, applicants, customers and employees at all levels. This position will also provide assistance and support for other departments as needed.

ESSENTIAL FUNCTIONS:

  • Greets and directs visitors to appropriate individuals, ensuring compliance with security log sign-in and sign-out process and visitor badge distribution, notifying appropriate parties of guests.
  • Ensures front desk is always staffed.
  • Answers incoming calls on multi-line computer-based telephone system, screens and transfers calls in a courteous and efficient manner.
  • Performs general administrative duties such as word processing, data entry, or scanning and saving documentation to electronic databases.
  • Orders, coordinates and distributes regular office supply orders.
  • Appropriately and accurately communicates routine announcement-style notices to employees via email.
  • Special projects as assigned by supervisor such as charitable drives and initiatives.

  • Receive and sort daily mail and deliveries, notifying appropriate parties of deliveries.
  • Manage guest suite reservations and company loaner car bookings for visiting colleagues.
  • Maintain campus phone extension directory
  • Schedule conference and training rooms as needed
  • Ensure lobby area is always neat and presentable
  • Process guest and visitor wi-fi password credentials
  • Handle and process company purchase orders and invoices and obtain necessary signatures for payment
  • Handle expense reports and maintenance expense reports
  • Support Management/Executives with travel and help with coordination of meetings (making sure room is set up, food is accounted for, and helping with travel arrangements if not staying at suite)
  • Help send packages and documents via UPS and Fedex
  • Help departments with projects using Microsoft suite

  • Other duties may be assigned

ESSENTIAL FUNCTIONS:
  • Greets and directs visitors to appropriate individuals, ensuring compliance with security log sign-in and sign-out process and visitor badge distribution, notifying appropriate parties of guests.
  • Ensures front desk is always staffed.
  • Answers incoming calls on multi-line computer-based telephone system, screens and transfers calls in a courteous and efficient manner.
  • Performs general administrative duties such as word processing, data entry, or scanning and saving documentation to electronic databases.
  • Orders, coordinates and distributes regular office supply orders.
  • Appropriately and accurately communicates routine announcement-style notices to employees via email.
  • Special projects as assigned by supervisor such as charitable drives and initiatives.
  • Receive and sort daily mail and deliveries, notifying appropriate parties of deliveries.
  • Manage guest suite reservations and company loaner car bookings for visiting colleagues.
  • Maintain campus phone extension directory
  • Schedule conference and training rooms as needed
  • Ensure lobby area is always neat and presentable
  • Process guest and visitor wi-fi password credentials
  • Handle and process company purchase orders and invoices and obtain necessary signatures for payment
  • Handle expense reports and maintenance expense reports
  • Support Management/Executives with travel and help with coordination of meetings (making sure room is set up, food is accounted for, and helping with travel arrangements if not staying at suite)
  • Help send packages and documents via UPS and Fedex
  • Help departments with projects using Microsoft suite
  • Other duties may be assigned

QUALIFICATIONS:

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.
  • Strong Organizational skills - ability to effectively handle multiple tasks simultaneously
  • Ability to work in a dynamic, fast paced environment
  • High energy level, positive and friendly demeanor with good customer service skills
  • Possessing strong Interpersonal and Communication skills is a MUST.
  • Sound judgment, listening skills
  • Strong working knowledge of Microsoft Office Suite
  • MUST be able to speak/write/comprehend effectively in both English and Spanish.
  • Required 2-5 years' experience working as an Office Manager or customer service representative in a corporate environment.

EDUCATION AND EXPERIENCE:
  • High School Diploma or equivalent is preferred.
  • Prior Office Manager or customer service representative experience in a corporate environment.
  • Experience in Cargowise (C1) is a plus.

ADDITIONAL:

The responsibilities associated with this job will change from time to time in accordance with the Company's business needs. More specifically, the incumbent may be required to perform additional and/or different responsibilities from those set forth above.

The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job.

DEFINITIONS: (if any abbreviation, the meaning needs to be inserted)

Management retains discretion to add or change duties of this position at any time.

JAS Forwarding (USA), Inc. is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ethnicity, disability, religion, national origin, gender, gender identity, gender expression, marital status, sexual orientation, age, protected veteran status, or any other characteristic protected by law.

Where required by state law and/or city ordinance; this employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization.

NOTICE TO APPLICANTS

JAS USA IS A CUSTOMS BROKER, GOVERNED BY FEDERAL REGULATION. FEDERAL REGULATIONS PROVIDE THAT JAS MAY HAVE IT BROKERAGE LICENSE SUSPENDED OR REVOKED IF IT "KNOWINGLY EMPLOYED, OR CONTINUES TO EMPLOY, ANY PERSON WHO HAS BEEN CONVICTED OF A FELONY, WITHOUT WRITTEN APPROVAL OF THAT EMPLOYMENT FROM THE ASSISTANT COMMISSIONER." JAS WILL PERFORM A BACKGROUND CHECK TO DETERMINE IF YOU HAVE BEEN CONVICTED OF A FELONY AND IF SO, ABSENT SPECIAL CIRCUMSTANCES, YOU WILL NOT BE HIRED OR WILL BE TERMINATED IMMEDIATELY.

  • Office Administrator

    5 days ago

    Miami, United States Florida International University Full time

    Job SummaryFlorida International University is seeking a highly skilled and organized Office Administrator to oversee all office functions and manage the daily operations of the office. The successful candidate will provide support to the Facilities IT unit in various roles, such as purchasing, payment reconciliation, budget tracking, and serving as a...

  • Office Administrator

    1 week ago

    Miami, Florida, United States Nicklaus Children's Health System Full time

    Job SummaryWe are seeking a highly skilled and experienced Office Manager to join our team at Nicklaus Children's Health System. The successful candidate will be responsible for organizing and managing office operations and procedures to ensure organizational effectiveness and efficiency.Key ResponsibilitiesDevelop and implement administrative policies and...

  • Office Administrator

    2 months ago

    Miami, United States Automotive Art Full time

    Job DescriptionJob DescriptionResponsibilities:Support the accounts payable process by administering electronic and physical inboxes, distribution of invoices and related documents. Assist in recording and reconciling accounts payable for company expenses.Support the accounts receivable process with production and distribution of customer statements,...

  • Office Administrator

    3 days ago

    Miami, Florida, United States CPM Builders Full time

    Job SummaryCPM Builders is seeking a highly organized and detail-oriented Office Manager to oversee the day-to-day operations of our office. As a key member of our team, you will be responsible for ensuring the smooth operation of our office, with a focus on human resources and bookkeeping tasks.Key ResponsibilitiesOffice Management:Coordinate office...

  • Office Administrator

    3 months ago

    Miami, United States MONSTER GRASS NORTH DADE LLC Full time

    Job DescriptionJob DescriptionJob descriptionOffice Administrator- The Office Admin is responsible for employee’s payroll, maintaining all required records for the company, and assisting the Directors with any necessary office functions. Building relationships with both customers, employees and subcontractors is essential. This position is part-time with...

  • Chief Administrative Officer

    2 weeks ago

    Miami, Florida, United States Chapman Partnership Full time

    Job OverviewPOSITION SUMMARY:The Chief Administrative Officer plays a crucial role in providing comprehensive administrative assistance to the President & CEO while managing the daily functions of the administrative offices. This position is essential for ensuring the efficient operation of the office by overseeing administrative responsibilities,...

  • Office Administrative Assistant

    2 weeks ago

    Miami, Florida, United States Law offices of Hedy Tahbaz Full time

    Job Title: Office Administrative AssistantJob Description:The Law Offices of Hedy Tahbaz is in search of a dedicated Office Administrative Assistant. Proficiency in computer applications is advantageous. While prior experience in a legal environment is beneficial, it is not a prerequisite, as comprehensive training will be offered to the suitable candidate....

  • Office Administration Specialist

    2 weeks ago

    Miami, Florida, United States P&S Public Adjusters Full time

    Job OverviewWe are seeking a dedicated Office Administration Specialist to support our operations at P&S Public Adjusters. This role involves various administrative tasks essential for maintaining efficient office functions.Key ResponsibilitiesDocument Management: Handle paperwork, including processing checks and collecting fees.Client Interaction: Provide...

  • Office/Personal Administrative Assistant

    3 days ago

    Miami, United States Investment Firm Full time

    Our client, a Global Investment Advisor with offices in Miami, New York, London, and Singapore is seeking an Office/Personal Administrative Assistant with at least one - three years of work experience to join the Office Administration team in the Miami office. This role is a blend of business and personal administrative tasks.  This role reports to the...

  • Office Administrator

    1 week ago

    Miami Beach, United States Ascendo Full time

    Job Title: Office Administrator Employment Type: Full-Time Education Requirement: Bachelor's Degree with notable academic performance Location: Miami Beach, Florida Experience Requirement: Recent College Graduate to 7 Years Role Overview: The Office Administrator is responsible for a range of administrative tasks within our organization. This role involves...

  • Operations Administrator | Office Manager

    1 week ago

    Miami, Florida, United States C&E Building Maintenance Full time

    C&E Building Maintenance is seeking a meticulous and organized individual to join our team as an Office Manager & Operations Administrator. In this role, you will play a vital part in streamlining our operations, enhancing efficiency, and delivering exceptional customer service.Your Responsibilities:Tech-Driven Operations Support: Utilize your tech...

  • Office Administrator

    4 months ago

    Miami Beach, United States MB Fit LLC Full time

    Job DescriptionJob DescriptionWe are seeking an Office Administrator to join our team! ess.Responsibilities:Explain CrossFit and input members into online systemOrganize/maintain officeGreet and assist onsite guestsAnswer inbound telephone callsDevelop and implement organized filing systemsPerform all other office tasksQualifications:Must speak...

  • Corporate Paralegal

    3 weeks ago

    Miami, United States Prominent Management Company Full time $60,000 - $100,000

    Job DescriptionJob DescriptionLEGAL AND ADMINISTRATIVE MANAGER I. CORPORATE LEGAL PROFESSIONALo   Form new corporationso   Prepare directors' and shareholders' meetings,o   Prepare Written consents,o   Prepare Powers of attorneyso   Maintain stock certificates and share registerso   Amend articles of association and articles of...

  • Office Manager/Project Administrator

    7 days ago

    Miami, United States The Falcon Group Full time

    Who We Are For over two decades, The Falcon Group’s mission has been to understand our client’s variety of needs, while keeping to their anticipated budget and exceeding their desired results. The Falcon Group’s services include Architectural Services and Civil, Structural, Construction & MEP Engineering Services, and much more. The Team Here at The...

  • Administrative / Office Assistant

    2 months ago

    Miami, United States Arquitectonica Full time

    Job DescriptionJob DescriptionCompany Description Arquitectonica is an award-winning, design-focused architecture and planning firm with a  worldwide practice of 500+ employees located in nine offices.  Our Miami Office is seeking an Administrative Assistant with a minimum of 3 years’ experience to join our team.  Roles and Responsibilities:Manages and...

  • Marina Operations/ Office Administrator

    4 days ago

    Miami, United States IGY Marinas Full time

    Join Our Team at IGY Marinas, Yacht Haven Grande Miami, FloridaAre you looking for an exciting career opportunity? IGY Marinas strives to be the leading globally integrated network of iconic marina destinations and the most trusted and recognizable brand in nautical services and hospitality.All roles require the ability to communicate effectively in English...

  • Marina Operations/ Office Administrator

    5 days ago

    Miami, United States IGY Marinas Full time

    Join Our Team at IGY Marinas, Yacht Haven Grande Miami, FloridaAre you looking for an exciting career opportunity? IGY Marinas strives to be the leading globally integrated network of iconic marina destinations and the most trusted and recognizable brand in nautical services and hospitality.All roles require the ability to communicate effectively in English...

  • Office Manager/Project Administrator

    3 days ago

    Miami, United States The Falcon Group Full time

    Who We Are For over two decades, The Falcon Group's mission has been to understand our client's variety of needs, while keeping to their anticipated budget and exceeding their desired results. The Falcon Group's services include Architectural Services and Civil, Structural, Construction & MEP Engineering Services, and much more. The Team Here at The...

  • Office Manager/Project Administrator

    4 days ago

    Miami, United States The Falcon Group Full time

    Job DescriptionJob DescriptionWho We Are For over two decades, The Falcon Group’s mission has been to understand our client’s variety of needs, while keeping to their anticipated budget and exceeding their desired results. The Falcon Group’s services include Architectural Services and Civil, Structural, Construction & MEP Engineering Services, and...

  • Office Manager/Project Administrator

    1 month ago

    Miami, United States The Falcon Group Full time

    Job DescriptionJob DescriptionWho We Are For over two decades, The Falcon Group’s mission has been to understand our client’s variety of needs, while keeping to their anticipated budget and exceeding their desired results. The Falcon Group’s services include Architectural Services and Civil, Structural, Construction & MEP Engineering Services, and...