Contractor - Administrative Assistant

Norton Lilly International - Brandon, FL

Full-time - Entry Level

Brandon, FL

Support Activities for Transportation

About the position

The Administrative Assistant at Norton Lilly International is responsible for a variety of administrative and clerical tasks to support the assigned Port, managers, agents, safeguards, and drivers. This role ensures the efficient and smooth day-to-day operation of the office, requiring multitasking abilities, management of complex schedules, and adherence to changing deadlines.

Responsibilities

• Answer, screen, and transfer inbound phone calls.
• Greet and direct visitors and clients.
• Perform general clerical duties including photocopying, filing, faxing, and mailing.
• Create and maintain filing systems, both electronic and physical.
• Retrieve documents from the filing system.
• Handle requests for information and data.
• Resolve administrative problems and inquiries.
• Prepare written responses to routine inquiries.
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails.
• Prepare and distribute cargo notices.
• Control and update cargo document status to principal.
• Open, sort, and distribute incoming correspondence.
• Receive, document, and prepare mail and parcels for delivery.
• Develop and maintain a strong working knowledge of NLI accounting procedures and software.
• Oversee the input of agency fees for billing.
• Prepare various NLI invoices for services.
• Process and code vendor invoices.
• Work closely with the head office accounting department to resolve billing issues.
• Assist with billing DAs in a timely manner.
• Abide by company HSEQ Policies & Procedures.

Requirements

• High School Diploma or GED required.
• A minimum of one to two (1-2) years of basic accounting knowledge required.
• A minimum of one to two (1-2) years of working in an administrative assistant role or an acceptable combination of work experience & education.
• Working knowledge of Microsoft Office Suite, including Outlook, Excel, and Word.
• Strong knowledge of general office procedures.
• General mathematical skills.
• Ability to write simple correspondence, including memos, letters, emails, etc.
• Strong written and verbal skills to communicate with all levels of the organization.
• Strong customer service orientation.
• Proven critical thinking skills.
• Reliable transportation.

Nice-to-haves

• Previous experience in the marine agency field helpful but not required.
• College courses highly preferred.