administrative assistant

administrative assistant - a/p & purchasing Jobs in Miami

administrative assistant - a/p & purchasing

administrative assistant/hearing reporter Jobs in Miami

administrative assistant/hearing reporter

branch office administrator Jobs in Miami

branch office administrator

case administrator (legal services/administrative support) Jobs in Miami

case administrator (legal services/administrative support)

administrative assistant hearing reporter

Business Support Services of Salem

<div><div>Business Support Services is currently seeking a court reporter who provides verbatim reporting of Social Security hearings for the Office of Hearings Operations (OHO). 
</div><div>
Major Duties and Responsibilities of a VHR: 
(The examples provided do not cover all the duties that the incumbent in this position may be required to perform.)</div><ul><li>
Set up the recording equipment to ensure that testimony given by the attendees will be properly recorded.</li><li>
Be responsible for monitoring the recording procedures to make sure there is a complete, and accurate transcript/recording of the administrative hearing.</li><li>
Gather and distribute exhibits and supporting materials during the hearing.</li><li>
Provide administrative support, as needed.</li></ul><div> 
The examples provided above do not cover all the duties that the incumbent in this position may be required to perform. 
</div><div>
Knowledge, Skills, and Abilities:</div><ul><li>
High School Diploma or equivalent.</li><li>
Knowledge of English grammar, punctuation, and spelling.</li><li>
Knowledge of Adobe, MS Teams and Excel.</li><li>
Operate a variety of office equipment copiers/fax machines etc.</li><li>
Ability to conduct oneself in a professional manner and promote harmonious working relationships with others including the general public.</li><li>
Ability to understand and follow verbal and written instructions.</li><li>
Ability to maintain confidentiality, professional appearance, and demeanor at all times.</li><li>
Must be punctual &amp; trustworthy.</li><li>
Must have reliable transportation.</li><li>
Must type 40 WPM.</li><li>
Must be self-motivated.</li><li>
Legal or medical terminology (helpful but not mandatory).</li><li>
Organize and maintain accurate files and records.</li></ul><div> 
Training is available, previous VHR experience is not necessary.</div></div>

Administrative Assistant/Hearing Reporter

Wilson Elser

<div><div><div><div><div><div>Miami, Florida</div></div></div></div><div><div> 
Wilson Elser is a leading defense litigation law firm with more than 1300 attorneys in 43 offices throughout the United States. Founded in 1978, we rank among the top 100 law firms identified by The American Lawyer and 36 in the National Law Journal&rsquo;s survey of the nation&rsquo;s largest law firms. We&rsquo;re also Mansfield Certified Plus.</div><div>

Our firm is committed to attracting and retaining professionals who value each other and the service we provide by embracing Teamwork, Collaboration, Client Service, and Innovation. If you are a motivated professional looking for a long-term fit where you can grow in a role, and will be valued and empowered, then we invite you to apply to our Administrative Assistant position.

This position offers a flexible, hybrid or remote working arrangement and can be located in any state we have an office in.

The Position

Wilson Elser is currently seeking an Administrative Assistant to support a national client services team, serving as a liaison between a key leadership group with close client contact and the broader national client services team leadership.

Key Responsibilities
<ul>
<li>Manages a high-volume of client interfacing communications of a highly confidential nature, and manages highly confidential documents and information</li>
<li>Collaborates on projects focused on client interfacing, document management, data entry, and data management</li>
<li>Assists with project management functions and process implementation on the client services team, including support with data collection, entry, and management</li>
<li>Provides clerical or administrative legal services support as requested</li>
</ul>
Qualifications
<ul>
<li>Bachelor&rsquo;s Degree or equivalent professional experience</li>
<li>Minimum of 1-2 years of experience in a law firm setting</li>
<li>Familiarity with Document Management Systems</li>
<li>Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint)</li>
<li>Experience with data entry or data management</li>
<li>Experience with administrative support of eDiscovery, information, data, or document collection, or data and document preservation a plus</li>
<li>Familiarity with web-based collaborative tools and work management software a plus</li>
<li>Experience with team messaging and instant messaging platforms a plus</li>
<li>Experience with email and calendar management, meeting coordination, and direct client interaction</li>
<li>Strong administrative and organizational skills with the ability to manage a high volume of work and meet tight deadlines</li>
<li>Meticulous attention to detail and the ability to prioritize and handle multiple requests simultaneously</li>
<li>Excellent written, verbal and interpersonal communication skills</li>
<li>Comfortable working in a collaborative, national team environment supporting attorneys and paralegals</li>
<li>Demonstrated professionalism in all client and internal communication</li>
</ul>
</div><div>Why Should You ?
<ul>
<li>Benefits: Outstanding benefits package, including 401k match and generous PTO plan</li>
<li>Career Growth: Ample opportunities for professional development and advancement</li>
<li>Employee Perks: Access to corporate discount plans and other benefits</li>
</ul><h5 class="jobSectionHeader">Wilson Elser welcomes submissions of candidates for our open positions exclusively from recruitment agencies with an active, signed fee agreement who have been granted access to a position through our dedicated Recruitment Agency Portal. We are unable to consider submissions from recruitment agencies without a current (dated as of 7/1/2024) agreement in place. We appreciate your understanding. For collaboration inquiries or to establish an agreement, please contact us at talentacquisition@wilsonelser.com.</h5>
<h5 class="jobSectionHeader">Wilson Elser is committed to a collegial work environment in which all individuals are treated with respect and dignity. It is the Firm's policy that employment will be based on merit, qualifications, and competence. Further, employment decisions will be made without regard to an applicants race, color, age, sex, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation or preference, gender identity, physical or mental disability, status as a victim of domestic violence, sex offenses, or stalking, past or present service in the uniformed services or application or obligation to serve in the uniformed services, or any other characteristic protected by law.</h5>
<h5 class="jobSectionHeader">Wilson Elser endeavors to make the Wilson Elser website accessible to any and all users. You may review our Accessibility Policy here.</h5>
<h5 class="jobSectionHeader">California Residents may review our CCPA notice for applicants and employees here.</h5>
<h5 class="jobSectionHeader">#ZR</h5></div></div><div></div><div><div><div>
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Administrative Assistant

Rite of Passage

<div>Join a group of passionate advocates on our mission to improve the lives of youth! Rite of Passage Team is hiring for a Administrative Assistant at South Florida Youth Academy located in Miami, Florida✨

Located in vibrant Miami, our office is at the heart of one of the most dynamic cities in the U.S. Known for its diverse culture, growing tech and business scene, and year-round sunshine, Miami offers an inspiring backdrop to grow your career

Pay: $19 hour

What you will do:
To be considered you should: Possess a High School Diploma or GED, At least three years of experience working in an office environment.,experience and success in office management. and possess a Driver&rsquo;s License.
Apply today and Make a Difference in the Lives of Youth!

After 40 years of improving the lives of youth, we are looking for passionate advocates to continue the legacy of helping young people become successful adults.

Follow us on Social!

Instagram / Facebook / Linkedin / Tik Tok / YouTube<h4 class="jobSectionHeader"> 
Education</h4>
Preferred<ul><li>
High School or better</li></ul>
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities 
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.</div>

HR/ADMINISTRATIVE ASSISTANT

UNITED WAY MIAMI

<div>Description:

Salary Range: $43,269-$50,000 annually
Hybrid Schedule: 2 days from home and 3 days on-site
Benefits (The Good Stuff)<ul><li>
3 WKS Vacation Paid*</li><li>
12 Paid Holidays</li><li>
12 PTO Paid Days</li><li>
Competitive Health Benefits Package</li><li>
Wellness Program Reimbursements up to $50/month</li><li>
Short Term Disability at NO COST</li><li>
Life Insurance &amp; AD&amp;D 2X Annual Salary at NO COST</li><li>
Employee Assistance Program</li><li>
Retirement Plan UP TO 6% Employer Funding</li><li>
Professional Development Opportunities</li><li>
Discounted On-Site Early Childhood Care</li><li>
Tuition Assistance for Early Education Degree</li><li>
Free Monthly Transit Card</li><li>Vacation amounts may vary based on roles, schedules, and years of service</li></ul>
Help us make a difference in our community. United, we are tackling complex issues and turning contributions into real change. We fight for equitable access to quality education, financial security, and the health of everyone in our community. Join our team and join us in the fight for a stronger Miami!
United Way Miami, Inc. is hiring a Senior Coordinator, M&amp;C to join our team. As a Senior Coordinator, M&amp;C, you will provide essential administrative and operational support to the Marketing &amp; Communications (M&amp;C) department, reporting to the Associate Vice President of Marketing and supporting the Associate Vice President of Communications. This role ensures the smooth functioning of departmental processes, including budgeting, procurement, vendor management, and project coordination. The position plays a vital part in facilitating communication across teams, and maintaining the systems that support the organization&rsquo;s mission-driven storytelling and community engagement..
UWM is an equal opportunity employer and a drug-free workplace. Please visit our Career site homepage to view our EEO statement and Drug-Free policy.
Principal Duties and Responsibilities:
Department Operations &amp; Administrative Support:<ul><li>
Serve as the primary administrative and operational support for the Marketing &amp; Communications department.</li><li>
Manage department calendars, meetings, presentation materials, and special project logistics.</li><li>
Act as a central point of contact for internal teams and external partners to ensure clear communication and workflow coordination.</li><li>
Prepare reports, correspondence, and departmental documentation, ensuring accuracy and consistency.</li></ul>
Project &amp; Production Coordination<ul><li>
Coordinate production timelines and logistics for marketing collateral, print and digital materials, event and building signage.</li><li>
Manage inventory of promotional materials, ensuring timely reorders and efficient use of storage and distribution.</li><li>
Support the execution of marketing campaigns, digital communications, and website updates in collaboration with internal teams and external agencies.</li><li>
Track project milestones and deliverables using Asana or other project management tools to ensure deadlines are met.</li></ul>
Budget, Procurement &amp; Vendor Management:<ul><li>
Track, reconcile, and maintain departmental budgets, invoices, reimbursements, and purchase orders in accordance with financial policies.</li><li>
Research, solicit, and analyze vendor bids and proposals; prepare comparative evaluations and make recommendations for vendor selection.</li><li>
Manage vendor agreements and procurement documentation, ensuring compliance with contracts and organizational standards.</li><li>
Monitor and report on spending, sponsorship allocations, and in-kind contributions to support financial transparency.</li></ul>
Events &amp; Community Engagement Support:<ul><li>
Coordinate production of and manage distribution of promotional assets to provide support materials for signature events, community engagement activities, and donor initiatives, as needed.</li><li>
Provide on-site support during events as needed, including occasional work during evenings or weekends.</li></ul>
Reporting &amp; Documentation:<ul><li>
Prepare and maintain reports, dashboards, and post-event summaries for leadership and board presentations.</li><li>
Maintain organized records of contracts, vendor documentation, creative assets, and financial transactions.</li><li>
Assist in compiling data and analytics, performance reports, and departmental planning documents.</li></ul>
Cross-Functional Collaboration<ul><li>
Work closely with Development, Community Impact, and other departments to ensure alignment of marketing and communications efforts</li><li>
Support M&amp;C leadership in planning, tracking, and reporting departmental priorities to enhance collaboration and efficiency. Contribute to continuous process improvement, helping to streamline workflows and strengthen operational systems.</li></ul>
Requirements:

Education Requirements: Bachelor&rsquo;s degree in Marketing, Communications, Business Administration, or related preferred. or equivalent experience.
Experience Requirements: Three to five years of administrative, project coordination, or operations experience, ideally within a marketing or nonprofit environment.
Technology Requirements: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Teams, Asana, Zoom, and procurement systems. Comfortable navigating web-based platforms and knowledge of modern web browsers.
Other Essential Knowledge/Skills: Demonstrates excellent interpersonal, organizational, and leadership abilities with strong time management and decision-making skills. Works effectively under pressure and adapts readily to changing priorities. Exercises discretion and maintains confidentiality in handling sensitive projects and information. Proactive, dependable, and detail-oriented with a high level of initiative and professionalism. Thoughtful, curious, and solutions-focused, consistently striving for excellence in all aspects of work.
Career Growth: We encourage you to grow through formal and informal development programs, coaching, and on-the-job challenges. We want you to ask questions, take chances, and explore the possible.
Apply with confidence! Research indicates that individuals may hesitate if they don't meet every requirement. If you're enthusiastic about a role, apply, even if your experience or education isn't an exact match. You could be the perfect fit for this position or discover other exciting opportunities within our organization. Please note that while some roles may have specific requirements for funding eligibility, we STILL encourage you to explore our job opportunities.</div>

Senior Coordinator, Marketing & Communications - Hybrid

DICK'S Sporting Goods

<div>At DICK&rsquo;S Sporting Goods, we believe in how positively sports can change lives. On our team, everyone plays a critical role in creating confidence and excitement by personally equipping all athletes to achieve their dreams. We are committed to creating an inclusive and diverse workforce, reflecting the communities we serve.
If you are ready to make a difference as part of the world&rsquo;s greatest sports team, apply to join our team today!
OVERVIEW:<div><div>
OVERVIEW:
The Lead has a direct impact on both the execution of brand standards as well as the teammate experience. With the guidance of the Assistant Store Manager and Store Manager, the Lead is the in-store expert of their business / department. The Lead is focused on delivering the best service to our customers as well as providing direction to teammates. Their ability to lead by example, be empathic, relentless in the face of adversity, optimistic, and collaborative with teammates is how they differentiate themselves.</div><div><ul><li>
Supports building and hiring a strong team by observing in-store interviews and department tours.</li><li>
Builds a people-first culture by connecting with every teammate in the store to build mutual trust, respect, and contribute to the strong store recognition culture.</li><li>
Plans, organizes, controls 30-days out with the guidance of Assistant Store Manager; including building an effective approach and align on necessary workforce to execute daily assignments, game plans, projects, or store events.</li><li>
Strategically leverages teammates to ensure brand standards are met, programs and processes are executed daily, and tasks are delegated based on their priority level.</li><li>
Upholds company merchandising and presentation standards by following established floor sets, signage requirements, price changes, inventory presentation and replenishment standards, etc.</li><li>
Assists the store leadership team with general supervision in the store in accordance with Company policies and procedures, where applicable.</li><li>
Assists with training teammates on company procedures and programs; this includes onboarding new teammates and cross-training current teammates.</li><li>
Prioritizes coaching and developing oneself and others; provides hands-on coaching and teaches the &ldquo;why&rdquo; behind tasks, plans, and processes (e.g., Protection Plans, Scorecards, Loss Prevention, etc.).</li><li>
Leads by example to support the vision of the organization and store by helping teammates understand how their responsibilities directly align to the common purpose, organizational goals, and delivering an exceptional shopping experience.</li><li>
Creates an inclusive store environment where everyone (teammates &amp; customers) feels welcome and safe and is treated with respect.</li><li>
Adhere to established policies and procedures related to safety, loss prevention and standard operating procedures. Maintains confidentiality of all Company information.</li><li>
Takes an all-hands-on-deck approach to support the team across the store.</li><li>
Performs other tasks as assigned by management.</li></ul>
LEADERSHIP TRAITS:
Our Leadership Competencies set the bar of what great people leaders look like. They define the behaviors of leaders that can drive the business and build great talent. Here are the competencies we expect from our Store leaders:<ul><li>
Ensures Accountability</li><li>
Customer-Focus</li><li>
Collaborative</li><li>
Instills Trust</li><li>
Decision-Quality/Decision-Making Abilities</li><li>
Action-Oriented</li><li>
Engagement Driver</li><li>
Talent Developer</li><li>
Effective Team Building Skills</li><li>
Plans &amp; Aligns</li></ul></div></div>
QUALIFICATIONS:<ul><li>
Flexible availability - including nights, weekend, and holidays.</li><li>
Prior retail sales experience (or customer-focused experience) preferred.</li><li>
Ability to stand, bend, stoop, reach, push, pull and lift up 15 to 35 lbs. items repetitively (up to 25 times per hour).</li><li>
Ability to work extended periods of time (up to 4 hours) standing or walking.</li><li>
Ability to work at heights greater than 4 feet with use of a ladder, aerial lifting device, or platform.</li><li>
Ability to perform repetitive motions for short periods of time (up to 2 hours continuously).</li></ul></div>

Retail Sales Lead

FIFA World Cup 2026™ - Canada, Mexico and the United States

<div>
 
 Department:
 
 Ticketing, Hospitality &amp; Stadium Revenue
 
 
 
 Employment Type:
 
 Fixed Term - Full Time
 
 
 
 Location:
 
 Miami
 
 
 
 Description
 
 
 
 The Ticketing Operations Administration Specialist will report directly to the Head of Ticketing Operations and be a key member of the FIFA26 Ticketing and Hospitality team. This role is highly dynamic and requires an adaptable all-rounder who can shift between priorities and provide support across various areas as needed. The position involves close collaboration with both the local and Zurich-based Ticketing Operations teams, as well as other key stakeholders, to successfully plan and deliver the FIFA World Cup 2026&trade;.
 
 
 THE POSITION
 
 
 The Ticketing Operations Administration Specialist will report directly to the Head of Ticketing Operations and be a key member of the FIFA26 Ticketing and Hospitality team. This role is highly dynamic and requires an adaptable all-rounder who can shift between priorities and provide support across various areas as needed. The position involves close collaboration with both the local and Zurich-based Ticketing Operations teams, as well as other key stakeholders, to successfully plan and deliver the FIFA World Cup 2026&trade;.
 
 
 
 Main Responsibilities
 
 
 
 
 Administrative &amp; Documentation
 
 
 
 <ul>
 <li>
 Provide administrative support to the Ticketing Operations team for the delivery of the FIFA World Cup 2026&trade;.
 </li>
 <li>
 Maintain organized archives and ensure proper oversight of files and records.
 </li>
 <li>
 Support the team in maintaining the Confluence environment updated and clean, ensuring information is accurate and accessible.
 </li>
 <li>
 Assist with meeting scheduling and logistics.
 </li>
 <li>
 Coordinate and support tournament-related meetings, special events and provide project management support as needed.
 
 
 </li>
 </ul>
 
 Project &amp; Workforce Support
 
 
 
 <ul>
 <li>
 Coordinate and monitor the ticketing accreditation project.
 </li>
 <li>
 Support with the ticketing workforce planning and maintain the workforce management tools.
 </li>
 <li>
 Assist with the planning, coordination, and potential selection of volunteers.
 </li>
 <li>
 Contribute to staff recruitment when required, including reviewing CVs and supporting interviews.
 </li>
 <li>
 Support the team in keeping project schedules updated and prepare reports for the Head of Ticketing Operations as needed.
 
 
 </li>
 </ul>
 
 Team &amp; Stakeholder Coordination
 
 
 
 <ul>
 <li>
 Provide day-to-day administrative support across various ticketing operational teams.
 </li>
 <li>
 Coordinate with other Ticketing teams and departments on cross-functional areas and topics.
 </li>
 <li>
 Provide support to different teams on assigned tasks, including quality assurance activities.
 
 
 </li>
 </ul>
 Support day to day tournament time operations during the FWC26.
 
 
 This role is an essential support function within Ticketing Operations, requiring flexibility, attention to detail, and the ability to adapt to a wide range of operational needs in a fast-paced international environment.
 
 
 YOUR PROFILE
 
 
 
 ACCOUNTABILITY:
 
 Demonstrate commitment to responsibilities and objectively analyze one&rsquo;s behavior, while assuming consequences of one&rsquo;s own actions and/or decisions and learning from one&rsquo;s mistakes.
 
 
 
 DECISION MAKING:
 
 Ability to identify and swiftly make decisions in critical situations, take initiative and calculated risks, explore alternative solutions, and respond promptly to unforeseen circumstances.
 
 
 
 INCLUSIVITY:
 
 Achieve shared organizational objectives by sharing information with colleagues across all levels and divisions, tangibly influencing others, and maintaining a network of support contacts.
 
 
 
 INITIATIVE:
 
 Capacity to do things on one&rsquo;s own initiative and to influence the course of events, assume responsibilities, and achieve objectives with a minimum of supervision and control.
 
 
 
 INNOVATION:
 
 Capacity to break new ground, look for unconventional solutions, and produce fresh ideas.
 
 
 
 LEADERSHIP:
 
 Ability to lead one&rsquo;s contacts/colleagues/partners, encourage teamwork, and delegate authority / decision-making power, as needed, to produce the expected results and make efficient use of the team&rsquo;s skills and talents.
 
 
 
 VISION:
 
 Ability to perceive the organization's global environmental impact, anticipate decision consequences, grasp organizational missions, and formulate strategic plans.
 
 
 
 Education &amp; Qualifications
 
 
 
 <ul>
 <li>
 Bachelor degree or similar level of education ideally in administration
 </li>
 <li>
 Ability to adapt to working with different environment and time zones
 
 
 </li>
 </ul>
 
 Work Experience
 
 
 
 <ul>
 <li>
 Minimum of 1-3 years of experience in events
 </li>
 <li>
 Experience in workforce management and recruitment
 </li>
 <li>
 Experience in project management and the ability to handle multiple projects simultaneously.
 </li>
 <li>
 Ticketing experience is of advantage
 
 
 </li>
 </ul>
 
 Languages
 
 
 
 <ul>
 <li>
 Fluent in English, ideally fluent in Spanish, any other language is a plus
 
 
 </li>
 </ul>
 
 Technology
 
 
 
 <ul>
 <li>
 Proficient in MS Office (Excel, Word, PowerPoint, Visio &amp; Project) and planning software and online collaboration tools
 </li>
 <li>
 Project plan
 
 
 </li>
 </ul>
 
 About FWC2026
 
 
 
 
 The FIFA World Cup 26&trade; will mark the first time that the tournament features 48 teams and will be hosted by three countries: Canada, Mexico, and the United States.
 
 
 
 This new format redefines excellence, generating unique opportunities for greater participation and engagement from fans and players in North America and all over the world. Now is your time to be a game changer and join the workforce that is planning and delivering this unique and unforgettable experience.
</div>

Specialist, Ticketing Operations Administration, FIFA World Cup 2026

Seaboard Marine

<div><div>Starting rate: $19 per hour
Long-term employment with opportunities for growth.
 Discover more about our organization, culture, and employee benefits by visiting this page. 
Explore life at Seaboard Marine: https://explore.seaboardmarine.com/pomrecruitment<div>
We offer excellent benefits including:</div><ul><li>
401(K) Retirement Saving Plan w/ Employer Match</li><li>
Low-Cost Health, Dental &amp; Vision insurance (Starting DAY ONE)</li><li>
Tuition &amp; Certification Reimbursement</li><li>
Paid Time Off &ndash; (15 Days; prorated before 1st year)</li><li>
Parental Leave</li><li>
Paid holidays</li></ul></div><div>
POSITION SUMMARY:
</div><div>This position provides essential administrative support to the Purchasing Department and the Parts and Supplies team. Responsibilities include assisting with the preparation, tracking, and filing of purchasing documents, processing invoices, maintaining records, and generating routine reports. The role also supports order entry, vendor communication, cycle counts, and inventory-related documentation. This position works under general supervision and follows established procedures and departmental guidelines. 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 accommodation may be made to enable individuals with disabilities to perform the essential functions.</div>
GEOGRAPHIC REGION:<div>
Please note applicants out of the geographic region for position applied will not be considered.</div>
QUALIFICATIONS:
<div>Required
</div><ul><li>One (1) year minimum of administrative support experience in accounting, procurement, or inventory environments.
</li><li>Thorough knowledge of office practices, procedures, and proper usage of office equipment.</li></ul><ul><li>
Intermediate Computer skills in programs such as MS Word, Excel &amp; Outlook.</li><li>
Must have intermediate communication skills both in English and Spanish to communicate at different levels throughout the organization and with exterior organizations, vendors, etc.</li></ul><ul><li>
Must be able to accurately process alpha/numeric information.</li><li>
The ability to respond to common inquiries relating to the areas of DST system or purchasing.</li><li>
Strong mathematical and numerical abilities. Ability to perform a volume of numerical calculations with speed and accuracy.</li></ul><ul><li>
Ability to work independently with limited supervision, multitask and possess strong initiative.</li><li>
Possess organizational and time management skills with ability to prioritize and be detail-oriented.</li><li>
Ability to consistently meet deadlines.
</li><li>Ability to work extended hours, holidays, and/or weekends as needed.</li><li>
Ability to understand and follow complex oral and written instructions and technical terminology.
</li><li>Ability to exercise independent judgment within established systems and procedures.
</li><li>Ability to define problems, collect data, establish facts, and draw valid conclusions.
</li><li>Ability to establish and maintain effective working relationships with vendors and fellow employees.
</li><li>Must have or be able to obtain a TWIC card within 30 days of employment.</li></ul><div>
Preferred</div><ul><li>
Associate&rsquo;s Degree in Business Administration, Accounting, or a related field.
</li><li>Experience using JD Edwards system.</li></ul>
DUTIES AND RESPONSIBILITIES:
<div>Primary:
</div><ul><li>Receives and opens correspondence for the Purchasing department.</li><li>
Answer all incoming telephone calls for the Purchasing department and direct them as necessary. Deliver messages as necessary.
</li><li>Maintains and updates departmental filing systems.
</li><li>Prepare courier packages and airway bills when packages and documents need to be delivered.</li><li>
Assist with organizing and filing purchase orders, invoices, and proof of delivery (POD) documents to support invoice processing.</li><li>
Provide clerical support in reviewing receiving documents and matching them with purchase orders and vendor invoices.</li><li>
Help prepare and maintain documentation for DST purchase orders, including scanning, copying, and organizing records for audit readiness.</li><li>
Support the coding of incoming invoices by gathering necessary information and assisting with general ledger allocation under supervision.</li><li>
Enter basic data into the DST system and assist with batch preparation for invoice posting and payment processing.</li><li>
Assist in collecting and organizing vendor documentation such as applications, W-9s, and insurance certificates.</li><li>
Help complete vendor forms and maintain vendor files in accordance with company procedures.</li><li>
Support communication with vendors by responding to routine inquiries and escalating complex issues to the Coordinator or Manager.</li><li>
Assist in verifying invoice details such as pricing, terms, and tax charges under guidance.</li><li>
Help generate reports such as open purchase order reports and follow up on missing invoices.</li><li>
Enter accounts payable invoices into the AS400/JDE system as directed, ensuring accuracy and completeness.</li><li>
Provide administrative support for weekly payroll processing for owner-operators, including document preparation and data entry.</li><li>
Assist in auditing purchase orders against packing lists and invoices, flagging discrepancies for review.</li><li>
Assist with inventory discrepancies.</li><li>
Assist in ordering and disbursing employee uniforms.</li><li>
Perform additional related duties as assigned.
</li></ul>PHYSICAL REQUIREMENTS:<ul><li>
The employee is regularly required to use their hands and fingers</li><li>
The employee frequently is required to talk and/or hear</li><li>
The employee is continuously required to sit</li><li>
The employee is occasionally required to stand and walk; climb or balance; stoop, kneel, crouch, or crawl.</li><li>
The employee must occasionally lift and/or move up to ten (10) pounds</li><li>
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.</li></ul>
SAFETY REQUIREMENTS:<ul><li>
Report safety hazards
</li><li>Immediately report incidents involving injury, illness, or property damage</li><li>
Wear protective PPE (Personal Protective Equipment) as instructed or necessary</li><li>
Comply with all company safety policies, procedures, and rules</li><li>
Refuse any unsafe task or operation</li><li>
Participate in safety meetings and training</li><li>
Be constantly aware of their personal safety and that of their coworkers</li></ul>
SUPERVISION RECEIVED AND EXERCISED:
<div>Receives direct supervision from the Operational Cost Control Manager; may assist other Purchasing and Parts Department employees in the performance of administrative functions. Does not exercise supervision over any position.
</div>CONDITIONS:
<ul><li>Indoors office. Exposed to controlled temperatures and office environment.
</li><li>The employee is occasionally exposed to dust, fumes, and airborne particles, toxic or caustic chemicals.</li><li>
The noise level in the work environment is usually quiet to moderate.</li></ul><div>
</div><div>
DISCLAIMER:</div><ul><li>
We are an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other protected characteristic as outlined by federal, state, or local laws.
</li><li>If an applicant with a disability is unable or limited in their ability to use or access our online application center as a result of their disability, they can request reasonable accommodations by sending an email to accommodations@seaboardmarine.com</li></ul><ul><li>
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.
</li><li>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.</li></ul></div>

Administrative Assistant - A/P & Purchasing

Explore 27+ Administrative assistant hearing reporter in Miami this January. Find roles across top companies and apply now to boost your career.