Description

Purpose of Job: 

Support office staff by coordinating office operations and procedures so the office runs smoothly and efficiently allowing coworkers to focus on their daily tasks. 

Main Duties and Responsibilities:

  • Maintains office safety by following security procedures, monitoring logbook, and issuing badges for visitors.   Validates visitors are authorized before they gain entry to the TOTE floor.  
  • Meets and greets visitors and presents a polished and professional image. Updates welcome TV for visitors and new employees. Directs deliveries and visitors as appropriate. 
  • Answers, screens, and routes incoming calls, taking messages for senior management and transferring when appropriate.
  • Keeps our intranet updated with the weekly safety minutes, new hires, and other important information. 
  • Maintain complete stock of all office supplies and accuracy of inventory.
  • Sort mail according to established mail procedures. Take outgoing downstairs prior to 11:00 a.m. mail pick up. Pickup company mail from downstairs mailbox. Prepare all Fed-Ex mailing labels and envelopes. Make sure the FedEx envelopes are taken down to FedEx Box when leaving the office.
  • Responsible for onboarding new employees takes badge and Compass photo, creates new profiles, provides locations for office supplies, reviews intranet.
  • Maintains professional appearance of the conference rooms, training rooms and kitchen by tidying areas as necessary and reporting maintenance concerns.
  • Provides support for meetings by maintaining conference room calendars, assisting with scheduling along with ordering, receiving setting up and removing food for meetings.
  • Tries to anticipate the needs of staff and makes efforts to accommodate to allow personnel to focus on their business goals. 
  • Reviews and codes invoices in a timely manner.

Secondary Duties and Responsibilities: 

  • Assists the Company in any necessary duties to achieve Company goals.
  • Performs other related duties as assigned. 
  • Adherence to the Integrated Management System that covers Quality, Environmental, and Safety.

Authority/Judgment/Disclosure/Financial Responsibility:

Authority Selections:

Close supervision; work is regulated or supervised thoroughly, but not continuously; follows established methods and procedures, refers exceptions to supervisory personnel.

Judgment Decisions:

Mistakes and errors in judgment are ones of minor confusion or clerical expense required in the correcting.  Easily caught in checking.

Disclosure of Information Selections:

This position involves regular work with some information which, if disclosed, might have adverse internal effect or objectionable outside results.

Financial Responsibility Selections:

No authority to commit funds for the organization

Skills/Education:

  • Ideal candidate has two to five years in an administrative support role and/or related experience. Vocational or Associates Degree preferred.
  • Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
  • Must have high level of interpersonal skills to handle sensitive and confidential situations as well as telephone protocol, verbal, and written communication skills.
  • Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and ability to type 35wpm.
  • Bilingual English/Spanish is preferred.

Physical Requirements of the Position: 

Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. 

Visual Requirements of the Position:

Visual requirement equal to that for clerical administrative whose work deals largely with preparing and analyzing data and figures, accounting, transcription, computer terminal, extensive reading, etc.

TOTE Maritime Puerto Rico, LLC is an Equal Opportunity Employer – TOTE Maritime Puerto Rico, LLC is an Equal Opportunity Employer – Affirmative Action and a VEVRAA Federal Contractor. We are committed to a diverse workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin disability, or status as a protected veteran. TOTE Maritime Puerto Rico is a drug-free employer and a participant of the E-Verify Employment Verification Program.

 As part of the team, full-time employees will receive a comprehensive benefits package, which includes health, dental, vision, life insurance, short term disability, employee assistance program, 401(k) with company match and discretionary funding, tuition reimbursement, supplemental parental leave, jury duty, and bereavement leave. Full-time employees will receive a minimum of 10 days’ vacation, 10 days sick, 10 days paid holidays and one floating holiday every 12 months. In addition, we offer an annual discretionary bonus (based on eligibility).