Administrative Specialist

Description

• Assist in planning and executing corporate events, luncheons, retirement, and anniversaries while supporting managers and HR in organizing employee engagement activities and event committees.
• Efficiently organize and coordinate logistical arrangements (lunch orders, transportation, for all internal/external customer and visitor meetings.
• Work on special projects for the business unit or individual operating companies as assigned.
• Assist with timekeeping and payroll timesheet auditing.
• Provide support for the health and safety based programs(Voyagers, Randoms, etc) .
• Assist managers with various administrative tasks, ensuring efficient workflow.
• Responsible for inputting requisitions and receiving purchase orders. Creates and submits the Terminal's Purchase Orders (POs) for approval, adhering to established workflow procedures.
• Monitor utility consumption and compile data for the monthly reporting.
• Serve as the primary, professional, and welcoming contact for all visitors at reception, managing guest sign-ins and maintaining lobby protocols.
• Responsible for small purchases for the terminal, such as office and cleaning supplies.
• Coordinate cleaning contractors and small repairs in the office building.
• Review and adjust benefit invoices for accuracy.
• Adhere by all applicable safety procedures and practices for the location and position; participate in appropriate safety training; demonstrate commitment to and support of SHEQ principles and values; champion safety as a top priority
• Ensure timely payment by monitoring all outstanding payables.

Requirements

• Excellent written and verbal communication skills.
• Must possess or be able to obtain a TWIC (Transportation Worker Identification Credential) as required by the Maritime Transportation Security Act.
• AA degree in Business (preferred) or High school diploma or GED
• 4 – 7 years office clerical experience
• Certified Professional Secretary preferred
• Strong organizational and multitasking abilities with attention to detail.
• Proficiency in Microsoft Office Suite, Google Workspace, and scheduling software.
• College courses in business, finance, or related fields helpful
• Ability to work independently and manage priorities in a fast-paced environment.

Benefits

• Paid Time Off and Sick Days
• Medical / Dental / Vision Insurance
• Accident Insurance
• Employee Assistance Program
• Tuition Reimbursement
• Universal Life
• Competitive, market-based compensation package depending on your experience and
• Basic and Supplemental Life/AD&D Insurance
• Flexible Spending Account Options
• Paid Holidays (Fixed and floating)
• Short Term/Long Term Disability Insurance
• Career development and growth opportunities.
• Hospital Indemnity Insurance
• Critical Illness Insurance
• ID Theft Insurance
• 401(k) Incentive Savings Plan
• Legal Plan

Training + Development

Interview process

Visa Sponsorship

Security clearance