Admin Assistant

In the maritime industry, where colossal ships dock, and millions of tons of cargo are moved with precision, it takes teams of dedicated individuals to keep global trade in motion. Working in this dynamic sector means that you play a part in ensuring the pulse of commerce never skips a beat, all while driving the future of supply chain logistics and marine terminal operations.

Dive into a career where your talents make an impact and help us steer the future of this vital sector. Every job function in our organization whether it's on the docks or behind the scenes in administrative roles, finance, payroll, or IT, has a significant impact on the national economy and critical supply chain operations.

At Ports America, the Administrative Assistant performs a variety of administrative and staff support duties for a specified unit / department, which utilizes a range of skills and knowledge of organizational policies and procedures. The Administrative Assistant provides organizational support for all office equipment, basic office logistics and reception duties and will perform a variety of administrative and staff support duties.

Essential Duties:

• Reception duties include greeting guests, answering building(main POC) questions, managing visitor badges.
• Primary point of contact for office support, including managing office supplies, addressing printer issues, and coordinating maintenance work orders, with the ability to troubleshoot and help resolve related issues.
• Coordinate the pick-up and delivery of mail services (FedEx, UPS, and USPS etc.) Sorts, screens, and distributes incoming and outgoing mails.
• Responsible for tracking/ordering/distributing office supply inventory (kitchen supplies etc.).
• Maintaining a clean, organized, and professional kitchen environment.
• Responsible for catering, including ordering, set up and clean
• Primary point of contact for vendor services in the office.
• Maintain documentation such as employee extension list/building information guide/office manuals etc.
• May assist in preparing expense reports according to Ports America's travel and expense policy.
• May assist in scheduling appointments and travel arrangements.
• May compose memos, transcribe notes, and conduct research.
• Participate in multiple and concurrent projects.
• Perform miscellaneous job-related duties as needed.

Minimum Qualifications:

• High School Diploma or GED.
• 1+ year of experience in an administrative position.
• Records maintenance skills; Database management skills.
• Knowledge of general accounting principles.

Preferred Qualifications:

• Exceptional communication skills both written and verbal.
• Experience includes a combination of the following responsibilities and skills:
• Working effectively under pressure
• Ensuring data accuracy
• Operating office equipment such as scanners and printers
• Demonstrating strong attention to detail
• Managing multiple tasks simultaneously (multitasking)
• Utilizing the Concur system for expense reporting and travel management
• Gathering and analyzing statistical data to generate reports
• Maintaining calendars and scheduling appointments
• Creating, editing, and composing written materials, including professional emails

NOTE: This job description is not intended to be all-inclusive. Employees may perform other related duties as needed to meet the ongoing needs of the organization.

Ports America is an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race; color; religion; national origin; sex (including pregnancy); sexual orientation; gender identity and/or expression; age; disability; genetic information, citizenship status; military service obligations or any other category protected by applicable federal, state, or local law.

This role does not offer sponsorship for work authorization. External applicants must be eligible to work in the US.

If you require additional information about our comprehensive data privacy policy https://artifacts.portsamerica.com/pdf/Applicant%20Privacy%20Notice.pdf, we invite you to contact us via email at human.resources@portsamerica.com.

Our dedicated team at Ports America will be pleased to address any specific inquiries or concerns you may have regarding the handling, protection, and security of your data. We are committed to ensuring the utmost privacy and confidentiality of your personal information and will gladly provide you with the necessary details to help you better understand our practices and protocols