Posting Code:
MISEXAS
Job Title:
It Administrative Assistant
Division:
Seaboard Marine
Location:
Miami, FL
Department:
MIS
City:
Miami
State:
FL
Zip Code:
33166


POSITION SUMMARY:                

This position is responsible of performing administrative functions that provide support to the department assigned. Will provide assistance to the manager or managers of the department, as well as take on additional projects 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

  • Two (2) years of experience with administrative tasks in a corporate office environment.
  • Intermediate communications skills in English and Spanish, verbal and written.
  • Intermediate skills in computer programs such as MS Word, Excel and Outlook.
  • Strong time management and organizational skills.
  • Ability to redact professional correspondences with thorough knowledge of business English and Spanish, including proper spelling and punctuation, including translations.
  • Ability to meet and deal effectively with customers, executives and the general public.
  • Ability to perform and prioritize a variety of administrative assignments with minimal supervision.
  • Ability to follow procedures and instructions.
  • Ability to work extended hours, holidays, and/or weekends as needed.
  • Strong time-management and organizational skills. Must be able to prioritize and be detail-oriented.
  • planning
  • Excellent interpersonal skill, flexibility and adaptability to change.
  • Ability to anticipate needs and utilize appropriate resources to resolve issues

Preferred

  • Prior experience supporting management or in an office management capacity.

 

DUTIES AND RESPONSIBILITIES:

Primary

  • Responsible for areas of the purchasing process, including the submission sand approval of orders.
  • Reconcile Invoices, PO’s and statement of accounts
  • Maintain Database for contracts renewals and vendors
  • Redact, edit, and proof-read documents and correspondence, including translating correspondences sent from offices in Latin America from Spanish to English
  • Attends meetings and maintains meeting minutes
  • Answers incoming telephone calls for the department and directs them as necessary.
  • Coordinate vendor meetings and catering when needed
  • Distribute mail
  • Coordinate Conference attendance and logistics, and assist with expense reports
  • Provides and assists VP of MIS and staff in day to day operations and specific tasks in a fast pace environment as well as supporting MIS team members
  • Files and archives of all MIS and related documents (i.e. requisitions, vendor software licenses, hardware locations etc.)
  • Assists with the tracking of MIS budgets and associated costs for the MIS department.
  • Tracking all internal and external requests which would include invoicing, status of purchase requisitions/purchase orders.
  • Handle coding and chargebacks to various departments for all software and hardware purchases.
  • Coordinating Travel arrangements, document development for MIS department.
  • Assists in gathering data for budget preparation and in monitoring expenses and reporting variances to upper management.
  • Follow-up with MIS Staff on status of department projects and compile status reports.
  • Prepare and/or delivers a wide range of other Administrative duties as it relates to activities within the MIS departments as assigned.

Secondary

  • Prepares reports by collecting and analyzing information and by obtaining information from a variety of sources.
  • Contributes to team effort by accomplishing related results as needed.
  • Performs scanning and filing of documents (soft/electronic copies and physical copies).
  • Responding to general inquiries and forwarding inquires to various team members.
  • Coordinate Timesheets and Holiday schedules
  • Additional assignment and tasks as needed.

 

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 department Manager or department head. 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.

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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