Administrative Assistant - A​/P & Purchasing

Administrative Assistant – A/P & Purchasing

Seaboard Marine – Miami, FL

Description

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 by visiting this page:

Benefits

• 401(K) Retirement Saving Plan w/ Employer Match
• Low-Cost Health, Dental & Vision insurance (Starting DAY ONE)
• Tuition & Certification Reimbursement
• Paid Time Off – 15 days (prorated before 1st year)
• Parental Leave
• Paid holidays

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.

Please note applicants out of the geographic region for this position will not be considered.

• 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.
• Intermediate communication skills in English and Spanish to communicate at different levels throughout the organization and with exterior organizations, vendors, etc.
• Accurate processing of alpha/numeric information.
• 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.
• Work independently with limited supervision, multitask and possess strong initiative.
• Organizational and time‑management skills with the ability to prioritize and be detail‑oriented.
• Consistently meet deadlines.
• Work extended hours, holidays, and/or weekends as needed.
• Understand and follow complex oral and written instructions and technical terminology.
• Exercise independent judgment within established systems and procedures.
• Define problems, collect data, establish facts, and draw valid conclusions.
• 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.

• Associate’s degree in Business Administration, Accounting, or a related field.
• Experience using JD Edwards system.

• Receive and open correspondence for the Purchasing department.
• Answer all incoming telephone calls for the Purchasing department and direct them as necessary; deliver messages as required.
• Maintain and update 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.
• Ente…