Administrative Assistant
- Track and present reports to accounting on straight and over time for Galena Park, Pasadena and JSTR.
- Set up job interviews for all sections in Pasadena and schedule HASC training.
- Maintain accurate reports on current headcount and each employees pay.
- Ensure hours are correct in HBS for all personnel in Pasadena and JSTR before submittal to corporate.
- Track P-card statements and utilization, preparing for monthly review for the terminal manager.
- Submit expense reports for terminal management.
- Maintain monthly OPEX and Cost Control in Access for Pasadena Terminal and report to Terminal Manager.
- Maintain Filetrail for secure storage/disposal of terminal documents
- Breakdown commodities entering/leaving our terminals and forecast numbers for upper management and executives of KM.
- Participate in MBWA’s on a monthly basis to observe the terminal, find variances, or clean up if necessary
- Current list of reoccurring reports: Pasadena Line-up times, Pasadena Operational Inefficiencies report, Pas Activity, and KPI Report for GP and Pasadena
- Properly greet and communicate with all visitors, to include presenting the safety video/pamphlet and filing for audit purposes.
- Maintains TWIC renewal voucher and annual safety boots programs.
- Inventory and order terminal office and operational supplies on a weekly, monthly and quarterly basis.
- Speak clearly, both in person and by telephone, using a high level of verbal skills.
- Deal with a wide variety of people with tact, courtesy and professionalism.
- Write effectively, and understand verbal and written communications, including but not limited to email.
- Work independently to manage task and time-lines.
- Maintain a regular, dependable attendance and high level of performance.
- May be required to work non-traditional hours a needed.
- Must be proficient in Microsoft Office, Excel, Word, Access, PowerPoint and Adobe.
- Other duties as assigned
- High School Diploma
- Minimum 3-5 years progressive administrative experience in a fast-paced and detail-oriented office environment
- Must possess and maintain a valid driver license and a driving record satisfactory to the company and its insurers (for travel, as needed)
- Intermediate level of proficiency with Microsoft applications (including but not limited to Outlook, Word, Excel, PowerPoint) for the purpose of word processing, presentations, spreadsheets and information retrieval
- Strong reading, listening, administrative skills and logical thought processes with the ability to identify and resolve simple to complex issues/problems
- Ability to organize and prioritize daily work, including tracking and managing projects, data and daily work, professionally seeing such to completion, and maintain strict confidentiality
- Proven communication, oral and written, with ability to communicate with a variety of individuals and personalities at all levels internally and outside the organization
- Ability to quickly learn and consistently apply processes and procedures
- Must possess and regularly demonstrate excellent communication and presentation skills, verbal and written
- Ability to successfully perform the required and expected duties with minimal direct supervision
- Must be able to successfully and simultaneously manage multiple tasks, often under short or changing deadlines, in a diverse and fast-paced environment
- Ability to work effectively in a small group environment as a cooperative team member, take direction from supervisor(s), focus attention on details, follow work rules and adhere to established work schedules
- Must be able to identify and understand expectations in an employee/employer (subordinate/manager) relationship
- Must be able to perform all essential and marginal functions of the job
- This position tends to sit for extended periods of time
- Job level commensurate with experience and skill sets
- The successful candidate will be required to clear a drug screen and a complete background check.
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