Posting Code:
MADMIAST
Job Title:
Administrative Assistant - Eddystone, Pa
Division:
Seaboard Marine
Location:
Clark, NJ
Department:
Pennsylvania Office
City:
Eddystone
State:
Pennsylvania
Zip Code:
19022


POSITION SUMMARY:                

This position involves the responsibility of performing administrative functions that provide support to the Operations Manager. 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.

 

POSITION LOCATION:

Eddystone, PA 19022

 

GEOGRAPHIC REGION:

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

 

QUALIFICATIONS:

Required

  • One (1) year of experience working as an Administrative Assistant in a fast-paced office environment.
  • Intermediate communications skills in English, verbal and written.
  • Thorough knowledge of business English, including proper spelling and punctuation.
  • Intermediate computer skills in programs such as MS Word, Excel and Outlook. Experience in Power Point systems are a plus.
  • High School diploma is required.
  • Well-developed interpersonal skills. 
  • Strong time management and organizational skills.
  • Thorough knowledge of offices practices, procedures and proper usage of office equipment.
  • Skill in composition and preparation of correspondence, reports, minutes and other written materials with accuracy and reasonable speed.
  • Must be able to prioritize.
  • Ability to Handle multiple phone lines.
  • Ability to meet and deal effectively with the customers, executives and the general public.
  • Ability to perform and prioritize a variety of administrative assignments with minimal supervision.
  • Ability to communicate (read and write) effectively in a business environment.
  • Ability to follow procedures and instructions.
  • Must have or be able to obtain a TWIC card within 30 days of employment. 

Preferred

  • One (1) of experience related to the logistics industry or related function.
  • Knowledge of bookkeeping and/or basic accounting.
  • Some college education.
  • Bilingual (English/Spanish).

 

DUTIES AND RESPONSIBILITIES:

  • Prepares reports requested by the operations manager, where information may be obtained from a variety of sources.
  • Type letters and memoranda with supervisor’s guidance.  Proofreads documents for grammar edits, obtains necessary signatures and routes appropriately.
  • Produces photocopies and operates fax machine 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 department manager.
  • Arranges meetings and conferences for department manager as instructed.
  • Updates departmental filing system as needed.
  • Prepares and submits purchase requests for supplies needed by the department.  Follows up to assure that supplies ordered are received in a timely manner.
  • Calls Purchasing Assistant when service calls are needed for office machines and building problems that need repair.  Follows up in assuring issues are addressed in a timely manner.
  • Prepares courier packages and airway bills when packages and documents need to be delivered.
  • 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:

Receives direct supervision from Import Manager and the Operations Manager.  Does not exercise supervision over any position.

 

CONDITIONS:

  • Indoors office and outdoors interchangeably.  Exposed to controlled temperature environment while indoors and exposed to changing weather conditions when outdoors.
  • Drive automotive vehicle, occasionally required to bend.
  • Occasionally exposed to marked changes in temperature and humidity.
  • Occasionally exposure to dust, fumes and/or gases.
  • The noise level in the work environment is usually loud when located outdoors due to employees working (i.e. yard operations).  The noise level in the indoors work environment is usually moderate due to telephones and employees that approach the department.

 

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.

No phone calls, please. We are an Equal Opportunity / Affirmative Action / Veteran / Disability employer.
In order to be considered for this position you must apply online by clicking here ยป
Please note: Applications outside of the geographic region for position applied will not be considered, unless otherwise noted in job posting.


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