Transportation - Administrative Assistant (Bilingual)

Administrative Support Position

Position at Seaboard Marine Starting rate: $19 per hour Long-term employment with opportunities for growth. Discover more about our organization, culture, and employee benefits.

This position involves the responsibility of performing administrative functions that provide support to the department assigned. The candidate will work onsite, in different departments as needed and assigned by the Human Resources personnel. Will also provide assistance to the manager of the department assigned to carrying out general office functions that are routine in nature and are performed in accordance with general work instructions and established office practices, procedures and precedents.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent 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 the position applied will not be considered.

QUALIFICATIONS: Required

• At least three (3) months of recent administrative work experience.
• Intermediate verbal and written communication skills in English and Spanish, with the ability to communicate effectively in a business environment.
• Thorough knowledge of business English and Spanish, including proper spelling and punctuation.
• Intermediate computer skills in programs such as MS Word, and Outlook, with a basic-intermediate level in Excel.
• High School diploma or equivalent.
• Well-developed interpersonal skills with the ability to interact effectively, with a positive demeanor and high energy, with customers, business associates from Latin America, executives, and the general public.
• Strong time management and organizational skills. Must be able to prioritize.
• Thorough knowledge of office practices, procedures, and proper usage of office equipment.
• Skilled in composition and preparation of correspondence, reports, minutes, and other written materials with accuracy and reasonable speed.
• Ability to perform and prioritize a variety of administrative assignments with minimal supervision.
• Ability to follow procedures and instructions.
• Ability to report to work onsite and on time on a consistent basis.
• Ability to work extended hours, including regular after-hours on-call availability during the week and occasional on-call coverage on weekends to respond to phone calls or work-related requests.

Preferred

• Experience in transportation (e.g., logistics, dispatching, or related functions).

DUTIES AND RESPONSIBILITIES:

• Provides general administrative support to various departments throughout the company, as needed.
• Assists with routine office tasks, data entry, filing, and document preparation to ensure smooth departmental operations.
• Offers flexible support for special projects or events across different teams.
• Requires extended hours, including regular after-hours on-call availability during the week and occasional on-call coverage on weekends to respond to phone calls or work-related requests.
• Adapts to changing priorities and supports areas experiencing high workload or staffing gaps.

• Work in several departments during high season assisting with various administrative duties, as assigned.
• Answers incoming telephone calls and directs them as necessary. Delivers messages as necessary.
• Receives and screens all office visitors.
• Scans documents, produce photocopies, and manage correspondence (such as email, postal mail, electronic documents, etc.).
• Prepares reports requested by management, where information may be obtained from a variety of sources.
• Type letters and memoranda with management's guidance. Proofreads documents for grammar edits, obtain necessary signatures and routes appropriately.
• Submits service calls for office machines and building problems that need repair. Follows up to ensure issues are addressed in a timely manner.
• Perform additional duties as assigned.

PHYSICAL REQUIREMENTS:

• While performing the duties of this job, the employee is regularly required to sit and use his/her 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.
• 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
• Comply with all company safety policies, procedures, and rules
• Refuse any unsafe task or operation
• Participate in safety meetings and training

SUPERVISION RECEIVED AND EXERCISED: Reports directly to the HR management and Department Manager of the department assigned to. May provide assistance to other employees within the department in the performance of clerical duties. Does not exercise supervision over any position.

CONDITIONS:

• Indoors office, controlled temperature environment.
• The noise level in the work environment is usually busy due to open areas and telephones.

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.