Administrative Assistant

The Administrative Assistant is responsiblefor a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to the assigned Port, managers, and agents, assisting in daily office needs, and managing the office with general administrative activities.

The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment.

Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office. The Administrative Assistant works under the direction of the assigned Port Manager and / or Operations Manager.

Administration support and administrative assistance is key to the efficient operation of a unit. Responsible for a variety of duties in the office including but not limited to the following :

• Answer, screen and transfer inbound phone calls
• Greet and direct visitors and clients
• General clerical duties including photocopying, filing, fax and mailing
• Retrieve documents from filing system
• Handle requests for information and data
• Resolve administrative problems and inquiries
• Prepare written responses to routine inquiries
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails
• Prepare and distribute cargo notices
• Control and update cargo document status to principal
• Open, sort and distribute incoming correspondence
• Receive, document, and prepare for delivery ships mail (including parcels)
• Develop and maintain a strong working knowledge of NLI accounting procedures and software
• A good working knowledge work and excel programs
• Responsible to oversee the input of agency fees for Billing
• Prepare various NLI invoices for services
• Process / code vendor invoices
• Work closely with the head office accounting department to resolve billing issues
• Assist with billing DA's in a timely manner
• Works under the direction of the Port Manager / Operations Manager
• Additional duties as requested from management

Requirements :

• High school diploma or GED required
• College courses highly preferred
• Minimal One - two (1-2) years basic accounting knowledge
• Minimal One - two (1-2) years working directly in an administrative assistant capacity or an acceptable combination of work experience & education
• Previous exp in Maritime and / or related industry highly preferred
• Advanced verifiable experience with Microsoft Suite; Word, Excel, Outlook, etc. a MUST
• Strong knowledge of general office procedures
• General mathematical skills
• Able to write simple correspondence, including memos, letter, etc.
• Superior telephone manners and strong interpersonal skills
• Strong written and verbal skills to communicate with all levels of the organization and its executive team
• Strong customer service orientation
• Ability to remain sedentary for extremely long periods of time
• Reliable transportation
• Not all aspects of the job are covered by the descriptions, other duties may be required
• Position may change as the industry and technology evolve
14 days ago