Posting Code:
MRCPTST
Job Title:
Receptionist
Division:
Seaboard Marine
Location:
Port of Miami, FL
Department:
Human Resources
City:
Miami
State:
Florida
Zip Code:
33132


POSITION SUMMARY:                

This position involves the responsibility of answering all incoming phone calls to the office and directing them to the proper station in a courteous, accurate and expeditious manner. Additionally, this position is responsible for the access control of employees and visitors to the Seaboard Marine PortMiami Terminal. The duties of this position are mainly monotonous in nature and are carried out in accordance with general work instructions and established procedures.  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 of experience as a receptionist or handling high volume of calls.
  • Experience performing clerical/administrative duties.
  • Ability to communicate in a business environment in English and Spanish (verbal and written).
  • Basic level of PC skills such as Word, Excel and Outlook.
  • Pleasant disposition and tone of voice.
  • Prompt arrival and regular attendance at work.
  • Well-developed interpersonal skills; team-player. Ability to meet and deal effectively with the customers, executives and the general public.
  • Strong time management and organizational skills.  Must be able to prioritize and be detail-oriented.
  • Ability to follow procedures and instructions.
  • Ability to work with limited supervision, multitask and possess strong initiative.
  • Ability to work extended hours, holidays and/or weekends, as needed.
  • Must have or be able to obtain a TWIC card within 30 days of employment.

Preferred

  • Intermediate level of PC skills such as Word, Excel and Outlook.

 

DUTIES AND RESPONSIBILITIES:

Primary  

  • Answers telephone and routes calls in a prompt, courteous and efficient manner. Do not leave callers on hold and unattended for too long.
  • Welcomes on-site visitors, determines nature of business, announces visitors to appropriate personnel and arranges for escort as appropriate.
  • Requests proper identification of employees and visitors as a means of insuring the security of the terminal. Scans employee TWIC ID into the AS400 upon arrival to the office and grants employee access to the terminal.
  • Greets visitors and notifies employee through the EasyLobby system.
  • Hands the visitor a pass to enter the building, thus making sure the visitor is identifiable as such within the building.
  • Enters Daily Equipment Check off lists daily in the AS400 system. Ensures data is entered accurately and timely in an effort to notify the Power Mechanic Department of routine maintenance or repairs that must be performed on company equipment.
  • Receives all incoming packages and informs employees once packages arrive for prompt pick-up.
  • Maintains conference room and training room calendars for all meetings and trainings at the Port of Miami location.
  • Coordinates all PortMiami terminal tours with terminal management, coordinates lunch and refreshments as needed. Refills coffee machine and conference room refrigerator as needed.
  • Places orders to replenish inventory of office supplies. Receives all incoming office supplies deliveries and notifies the Human Resources Department accordingly. Disburses miscellaneous office supplies such as pens, markers and notepads to personnel as needed.
  • Prepares monthly reporting for Caribbean Ship Associations.

Secondary

  • Notifies Human Resources in a prompt fashion when disruptive or problematic visitors arrive so that the

situation may be contained and solved.

  • Notifies Human Resources promptly when there are any issues with the phone system or computer system to include the software (EasyLobby).
  • Files employee electronic absence request forms and other documents into employee e-files as needed.  Send calendar notifications to terminal management team advising of key personnel absences.
  • Perform additional related duties as assigned.

 

PHYSICAL REQUIREMENTS:

  • While performing the duties of this job, the employee is continuously required to use their fingers. 
  • The employee is continuously required to talk and/or hear. 
  • The employee is continuously required to sit.
  • 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 Human Resources Assistant Manager and indirectly to the Human Resources Manager/Director.  Does not exercise supervision over any position.

 

CONDITIONS:

  • Indoors office, controlled temperature environment.  However, the front door may continuously open to allow guests to enter the building.
  • The noise level in the work environment is usually busy due to incoming phone calls and the front desk visitors.

 

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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