Administrative Assistant

3 days ago

Miami, United States Seaboard Marine Full time
Description

Position at Seaboard Marine

Starting rate: $17 per hour

Temporary assignment: Lasting approximately 3-6 months, depending on business needs.

POSITION SUMMARY:

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 personnel. 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. 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.

GEOGRAPHIC REGION:

Please note applications out of the geographic region for position applied will not be considered.

QUALIFICATIONS:

Required
  • One (1) year 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.
Preferred
  • Some college education.
  • Experience in PowerPoint systems and SharePoint.
DUTIES AND RESPONSIBILITIES:

Primary
  • Assist in administrative projects 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. Delivers messages as necessary.
  • Receives and screens all office visitors for the department manager.
  • Arranges meetings and conferences for department managers as instructed.
  • Updates departmental filing system as needed.
  • Assist 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.
  • Verify export validation for each vehicle or unit and authorize export by entering the "Ship by Date" on the AS400 system.
  • Serves 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.
  • Prepares and submits purchase requests for supplies needed by any department. Follows up to assure that supplies ordered are received in a timely manner.
  • 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.
  • Prepares courier packages and airway bills when packages and documents need to be delivered.
Secondary
  • Proofread documents for grammar edits.
  • 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.
SAFETY REQUIREMENTS:
  • Report safety hazards
  • Immediately report incidents involving injury, illness, or property damage
  • Wear protective PPE (Personal Protective Equipment) as instructed or necessary
  • Comply with all company safety policies, procedures, and rules
  • Refuse any unsafe task or operation
  • Participate in safety meetings and training
  • Be constantly aware of their personal safety and that of their coworkers
SUPERVISION RECEIVED AND EXERCISED:

Reports directly to the HR Assistant Manager and HR 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.
DISCLAIMER:
  • The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
  • The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
  • We are an Equal Opportunity Employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.
  • If an applicant with a disability is unable or limited in their ability to use or access our online application center as a result of their disability, they can request reasonable accommodations by sending an email to [email protected]

  • Administrative Assistant

    4 weeks ago

    Miami, United States PrideStaff Full time

    Administrative Assistant Job Responsibilities As an Administrative Assistant, you will be responsible for performing a variety of administrative clerical function to include; managing calendars, answering phone calls, providing information and taking dictation. You will also be responsible for composing memos, transcribed notes and research /create...

  • Administrative Assistant

    4 weeks ago

    Miami, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are offering a long-term contract employment opportunity for an Administrative Assistant in Miami, Florida. This role is primarily involved in the industry of administrative support, providing assistance through various tasks such as customer service, data entry, and email correspondence. As an Administrative Assistant, you...

  • Administrative Assistant

    3 weeks ago

    Miami, United States Blue Mountain Loans Full time

    We are seeking a highly organized and detailoriented Administrative Assistant to join our team. The ideal candidate will provide administrative support to ensure efficient operation of the office. You will support managers and employees through a variety of tasks related to organization and communication. Key Responsibilities: Organize and schedule...

  • Administrative Assistant

    4 weeks ago

    Miami, United States SNI Companies Full time

    Job Details Actively seeking out Administrative Professionals for placement in the Doral, Medley Hialeah areas. Job Summary An administrative/clerk assistant will be responsible for organizing, coordinating, and monitoring the office work-flow. Will provides comprehensive administrative support to ensure efficient operation of the office. The role involves...

  • Administrative Assistant

    2 weeks ago

    Miami, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are offering a contract to hire employment opportunity for an Administrative Assistant in Aventura, Florida, within the E-Business/Commerce industry. The role will primarily involve administrative tasks and office coordination in a physical workplace.Responsibilities:• Serve as a point person for office-related tasks and...

  • Administrative Assistant

    4 weeks ago

    Miami, United States TalentoHC Full time

    TalentoHC is actively partnered with a family office seeking an Administrative Assistant to support the accounting team.Administrative Assistant – Accounting Team SupportJob Description:We are seeking a skilled and organized Administrative Assistant to directly support the accounting team of our family office. This role requires experience in managing...

  • Administrative Assistant

    4 weeks ago

    miami, United States TalentoHC Full time

    TalentoHC is actively partnered with a family office seeking an Administrative Assistant to support the accounting team.Administrative Assistant – Accounting Team SupportJob Description:We are seeking a skilled and organized Administrative Assistant to directly support the accounting team of our family office. This role requires experience in managing...

  • Administrative Assistant

    6 months ago

    Miami, United States Medical Audit Professionals Remote Work Freelance Full time $9 - $12

    We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist TEAM of doctors that handle health Insurance Claims medical records review by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, opening the office, making reservations or...

  • Administrative Assistant

    1 week ago

    Miami, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are offering a short term contract employment opportunity for an Administrative Assistant in Miami, Florida. The role will be based in a dynamic environment where you will be required to handle various administrative and clerical tasks. As an Administrative Assistant, you will be a critical part of the team responsible for...

  • Administrative Assistant

    4 weeks ago

    miami, United States Ascendo Resources Full time

    Seeking an Administrative Assistant for a Financial Services Firm in Miami! This person will be responsible for supporting various administrative and operational functions. The ideal candidate will have previous administrative experience and will support staff and serve as the first point of contact for visitors. Responsibilities:Oversee daily office...

  • Administrative Assistant

    4 weeks ago

    miami, United States Ascendo Resources Full time

    Seeking an Administrative Assistant for a Financial Services Firm in Miami! This person will be responsible for supporting various administrative and operational functions. The ideal candidate will have previous administrative experience and will support staff and serve as the first point of contact for visitors. Responsibilities:Oversee daily office...

  • Administrative Assistant

    3 weeks ago

    Miami, United States Vima Foods Full time

    Administrative Assistant open position is a great opportunity to join Vima Foods.We are an international food retailer,that is located in 7 countries, including USA, Mexico,Panama, Dominican Republic, Cuba, Spain and China. So we are a global business organization,working all teams connected to deliver food solutions to our customers.Vima Foods is currently...

  • Administrative Assistant

    3 weeks ago

    Miami, United States Vima Foods Full time

    Administrative Assistant open position is a great opportunity to join Vima Foods.We are an international food retailer,that is located in 7 countries, including USA, Mexico,Panama, Dominican Republic, Cuba, Spain and China. So we are a global business organization,working all teams connected to deliver food solutions to our customers.Vima Foods is currently...

  • Administrative Assistant

    3 weeks ago

    miami, United States Vima Foods Full time

    Administrative Assistant open position is a great opportunity to join Vima Foods.We are an international food retailer,that is located in 7 countries, including USA, Mexico,Panama, Dominican Republic, Cuba, Spain and China. So we are a global business organization,working all teams connected to deliver food solutions to our customers.Vima Foods is currently...

  • Administrative Assistant

    3 weeks ago

    miami, United States Vima Foods Full time

    Administrative Assistant open position is a great opportunity to join Vima Foods.We are an international food retailer,that is located in 7 countries, including USA, Mexico,Panama, Dominican Republic, Cuba, Spain and China. So we are a global business organization,working all teams connected to deliver food solutions to our customers.Vima Foods is currently...

  • Administrative Assistant

    2 days ago

    Miami, United States The Computer Merchant, LTD. Full time

    Job Title : Administrative Assistant Location: Miami, FL - Hybrid Schedule Wage Range: 35-40 depending on years of experience and qualifications Job Number: 24-02065 Job Description: Our client, a global bank, has an immediate opening for an Administrative Assistant to work from their Miami, FL facility. This person will provide administrative support to...

  • Administrative Assistant

    2 weeks ago

    Miami, United States Guardian Angel Research Center Full time

    Guardian Angel Research Center is looking for a skilled Administrative Assistant to support our dynamic team. In this role, you will perform a range of administrative tasks, ensuring that our operations run smoothly and efficiently. Your responsibilities will include managing schedules, organizing meetings, handling correspondence, and maintaining filing...

  • Administrative Assistant

    4 weeks ago

    Miami, United States Family Central Full time

    ***This is a Bilingual in English and Spanish role*** Little Cruisers, a NAEYC accredited child care center located at the Port of Miami is looking for a Bilingual Administrative Assistant to join our team! This position provides general administrative and clerical support to the Little Cruisers Child Care Center, program, staff and parents. The...

  • Administrative Assistant

    2 months ago

    Miami, United States IA Interior Architects Full time

    IA Interior Architects translates client goals, brands, and culture into powerful environments built around people, processes, technologies, and business drivers. Our clients in diverse markets worldwide require high-performance, visually compelling, and sustainable environments to move their enterprises forward, support their culture, engage their staff,...

  • Administrative Assistant

    1 month ago

    miami, United States IA Interior Architects Full time

    IA Interior Architects translates client goals, brands, and culture into powerful environments built around people, processes, technologies, and business drivers. Our clients in diverse markets worldwide require high-performance, visually compelling, and sustainable environments to move their enterprises forward, support their culture, engage their staff,...