Administrative Assistant

The Administrative Assistant is responsible for a variety of functions, such as IT, payroll, and other general administrative duties. They also assist with the corporate safety program and benefits administration of the facility.    

• Answers and direct phone calls.
• Manages locations union payroll and benefits administration, this would include understanding proper taxation of employer paid benefits.
• Process timely garnishment calculations and compliance management procedures for union employees.
• Develop and provide financial reporting as needed.
• Responsible for general administrative functions of the operation.
• Serves as a go-to for general office inquires.
• Ensure accuracy is met with calculating and reporting on sensitive financial numbers for the operation.
• Participates in hiring process with new hire orientation to include I9 verification.
• Partners with Management regarding disciplinary documents and termination paperwork.
• Assist Office Management with daily tasks to include reports and general administrative items.
• Have a basic knowledge of compliance under HAZMAT and OSHA Regulations. This would include reporting any incidents to the supervisory immediately.
• Inventory management to ensure there is a sufficient supply in office inventory; this would include ordering supplies, maintaining an organized supply area, waybill lading, cost analyst and projection.
• Institutes internal written and verbal process and procedures.
• Answer and direct phone calls to appropriate personnel in a courteous manner.
• Maintain records management in an efficient and confidential manner.
• Be aware of surroundings to maintain a safe and injury free work environment.
• Responsible for special tasks requested by management and/or supervisor.
• Submit weekly progress reports and ensure data is accurate.
• Ensures accuracy of payroll related items for union companies and timely payments on non-benefit related deductions such as Union Dues.
• Maintain file issues between ADP systems and Union Payroll systems.
• Other duties as assigned.

• Minimum 1 year of experience in a related operations or logistics environment (experience in payroll and accounts payable a strong plus).
• Strong understanding of safety protocols and a commitment to maintaining a safe work environment.
• Excellent attention to detail and accuracy.
• Proficient in Microsoft Office Suite.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Some knowledge of shipping industry from a vocational education institute, apprenticeship, on the job training and/or similar work experience.
• Highly organized and flexible.
• Detailed oriented and works with a high degree of accuracy.
• Working knowledge of email, scheduling and Microsoft systems.
• Valid Driver’s License.
• Valid TWIC card is required.

Work environment:

• Required job duties are normally performed in a climate-controlled office environment. This office is a 3-person team.
• Exposure to computer screens.
• The noise level in the work environment is usually moderate.