Administrative Assistant - A/P & Purchasing

Administrative Support Position at Seaboard Marine

Position at Seaboard Marine Starting rate: $19 per hour Long-term employment with opportunities for growth. We offer excellent benefits including:

• 401(K) Retirement Saving Plan w/ Employer Match
• Medical, Dental & Vision insurance
• Tuition Reimbursement
• Life Insurance
• Supplemental Medical Coverage
• Paid Time Off
• Parental Leave
• Paid Holidays
• Employee Assistance Program
• Flexible Spending Accounts

POSITION SUMMARY: 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.

QUALIFICATIONS: Required

• One (1) year minimum of administrative support experience in accounting, procurement, or inventory environments.
• Thorough knowledge of office practices, procedures, and proper usage of office equipment.
• Intermediate Computer skills in programs such as MS Word, Excel & Outlook.
• Must have intermediate communication skills both in English and Spanish to communicate at different levels throughout the organization and with exterior organizations, vendors, etc.
• Must be able to accurately process alpha/numeric information.
• The ability to respond to common inquiries relating to the areas of DST system or purchasing.
• Strong mathematical and numerical abilities. Ability to perform a volume of numerical calculations with speed and accuracy.
• Ability to work independently with limited supervision, multitask and possess strong initiative.
• Possess organizational and time management skills with ability to prioritize and be detail-oriented.
• Ability to consistently meet deadlines.
• Ability to work extended hours, holidays, and/or weekends as needed.
• Ability to understand and follow complex oral and written instructions and technical terminology.
• Ability to exercise independent judgment within established systems and procedures.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to establish and maintain effective working relationships with vendors and fellow employees.
• Must have or be able to obtain a TWIC card within 30 days of employment.

DUTIES AND RESPONSIBILITIES: Primary

• Receives and opens correspondence for the Purchasing department.
• Answer all incoming telephone calls for the Purchasing department and direct them as necessary. Deliver messages as necessary.
• Maintains and updates departmental filing systems.
• Prepare courier packages and airway bills when packages and documents need to be delivered.
• Assist with organizing and filing purchase orders, invoices, and proof of delivery (POD) documents to support invoice processing.
• Provide clerical support in reviewing receiving documents and matching them with purchase orders and vendor invoices.
• Help prepare and maintain documentation for DST purchase orders, including scanning, copying, and organizing records for audit readiness.
• Support the coding of incoming invoices by gathering necessary information and assisting with general ledger allocation under supervision.
• Enter basic data into the DST system and assist with batch preparation for invoice posting and payment processing.
• Assist in collecting and organizing vendor documentation such as applications, W-9s, and insurance certificates.
• Help complete vendor forms and maintain vendor files in accordance with company procedures.
• Support communication with vendors by responding to routine inquiries and escalating complex issues to the Coordinator or Manager.
• Assist in verifying invoice details such as pricing, terms, and tax charges under guidance.
• Help generate reports such as open purchase order reports and follow up on missing invoices.
• Enter accounts payable invoices into the AS400/JDE system as directed, ensuring accuracy and completeness.
• Provide administrative support for weekly payroll processing for owner-operators, including document preparation and data entry.
• Assist in auditing purchase orders against packing lists and invoices, flagging discrepancies for review.
• Assist with inventory discrepancies.
• Assist in ordering and disbursing employee uniforms.
• Perform additional related duties as assigned.

PHYSICAL REQUIREMENTS:

• The employee is regularly required to use their hands and 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; climb or balance; stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to ten (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: 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.

CONDITIONS:

• Indoors office. Exposed to controlled temperatures and office environment.
• The employee is occasionally exposed to dust, fumes, and airborne particles, toxic or caustic chemicals.
• The noise level in the work environment is usually quiet to moderate.

DISCLAIMER:

• 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.
• 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 View email address on click.appcast.io
• 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.