Administrative Assistant - Floater

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Job Title: Administrative Assistant - Floater

Department: Human Resources

Location:
Office Name: Jacintoport International
Address: 16398 Jacintoport Blvd
City: Houston-TX
Postal Code: 77015
Country: US

Description:

POSITION SUMMARY:                

This position is responsible for supporting the Dispatching and Accounting Department with the daily administrative and accounts payable (AP) responsibilities, and assist other departments, as needed. The position entails data entry with manifests and A/P invoices, inventory control, communicating and addressing vendor inquiries, filing, invoicing, review of trucking payroll and billing. To do this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

GEOGRAPHIC REGION:

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

 

QUALIFICATIONS:

Required

  • Must have a minimum of one (1) year of experience in administrative and/or general accounting areas, such as AR, AP, purchasing and/or payroll.
  • At least one (1) year of data entry experience.
  • Experienced with creating and maintaining vendor labels and files.
  • Experienced with vendor and customer inquiries.
  • Must possess a High School diploma or equivalent.
  • Intermediate communication skills in English and Spanish (verbal and written).
  • Ability to communicate (read and write) effectively, professionally, and friendly in a business environment.
  • Intermediate computer skills (MS, Outlook & Excel).
  • Must have the ability to consistently meet deadlines.
  • Must possess strong organization and time management skills.
  • Ability to prioritize, multi-task and work independently with limited supervision.
  • Ability to establish and maintain effective working relationships with vendors and fellow employees. Ability to work a flexible schedule, extended hours, holidays, and/or weekends as needed.

 

DUTIES AND RESPONSIBILITIES:

Primary

  • Coordinates purchasing orders for the plant in Honduras.
  • Coordinates South Bound shipping supplies to Honduras.
  • Performs data entry with manifests and A/P invoices.
  • Code invoices and expense reports on a daily basis.
  • Coordinates with other departments with daily & weekly invoices, cash flows, consulting fees, payroll trucking and billing approvals.
  • Creates new vendor files, labels and maintains files accordingly.
  • Coordinates the incoming and outgoing of mail within the (MDF) and the Accounting department.
  • Address vendors and customers inquires and other requests as required.
  • Maintain a clean work area, free of debris or safety hazards and awareness of surroundings (i.e. vehicles, people, equipment, etc.) at all times.
  • Perform all functions in accordance with operation and safety guidelines.
  • Support other departments, as needed.

Secondary

  • Perform physical inventories indoor and outdoor.
  • Support payroll trucking administrative duties.
  • Perform other related tasks as assigned.

 

PHYSICAL REQUIREMENTS:

  • Subject to physical is required along with other tests as applicable.
  • The employee is continuously required to use hands to finger, handle, or feel.
  • 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 twenty (20) 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 HR Supervisor, and functional supervision by the Mount Dora Farms General Manager, and the Regional Controller, as needed. Does not exercise supervision over any other position.

 

CONDITIONS:

  • Indoors office and occasionally outdoors - Exposed to controlled temperatures in an office environment. and occasionally exposed to a non controlled environment (outdoors) where they may be exposed to all possible environmental factors such as extreme heat, cold, rain, wind and high humidity during day and night shifts.
  • The noise level in the work environment is usually low to moderate.

 

DISCLAIMER:

  • 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.

 

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