Office Administrator

Jas Forwarding (Netherlands) B.V. - Miami, FL

Full-time - Entry Level

Miami, FL

Support Activities for Transportation

About the position

The Office Administrator position at JAS Forwarding (USA), Inc. is a full-time role that requires a punctual, reliable, and organized individual with a positive and professional demeanor. This position is crucial for maintaining the smooth operation of the office and involves a variety of administrative tasks. The Office Administrator will be the first point of contact for visitors and callers, ensuring that all inquiries are handled efficiently and courteously. Excellent customer service skills are essential, as the role involves regular interaction with high-profile guests, vendors, applicants, customers, and employees at all levels of the organization. In this role, the Office Administrator will greet and direct visitors, ensuring compliance with security protocols, including sign-in and sign-out processes. The front desk must always be staffed, and the administrator will manage incoming calls on a multi-line telephone system, screening and transferring calls as necessary. General administrative duties will include word processing, data entry, and maintaining electronic documentation. The Office Administrator will also be responsible for ordering and distributing office supplies, communicating routine announcements to employees, and managing special projects as assigned by the supervisor. Additional responsibilities include sorting daily mail and deliveries, managing guest suite reservations, scheduling conference and training rooms, and ensuring that the lobby area is always presentable. The administrator will process guest and visitor Wi-Fi credentials, handle company purchase orders and invoices, and assist management with travel arrangements and meeting coordination. The role may also involve sending packages via UPS and FedEx and supporting various departments with projects using the Microsoft Office Suite. Overall, the Office Administrator plays a vital role in supporting the operational needs of the company and ensuring a welcoming environment for all visitors and employees.

Responsibilities

• Greets and directs visitors to appropriate individuals, ensuring compliance with security log sign-in and sign-out process and visitor badge distribution.
• Ensures front desk is always staffed.
• Answers incoming calls on multi-line computer-based telephone system, screens and transfers calls in a courteous and efficient manner.
• Performs general administrative duties such as word processing, data entry, or scanning and saving documentation to electronic databases.
• Orders, coordinates and distributes regular office supply orders.
• Appropriately and accurately communicates routine announcement-style notices to employees via email.
• Special projects as assigned by supervisor such as charitable drives and initiatives.
• Receives and sorts daily mail and deliveries, notifying appropriate parties of deliveries.
• Manages guest suite reservations and company loaner car bookings for visiting colleagues.
• Maintains campus phone extension directory.
• Schedules conference and training rooms as needed.
• Ensures lobby area is always neat and presentable.
• Processes guest and visitor wi-fi password credentials.
• Handles and processes company purchase orders and invoices and obtains necessary signatures for payment.
• Handles expense reports and maintenance expense reports.
• Supports Management/Executives with travel and helps with coordination of meetings (making sure room is set up, food is accounted for, and helping with travel arrangements if not staying at suite).
• Helps send packages and documents via UPS and Fedex.
• Helps departments with projects using Microsoft suite.

Requirements

• Strong organizational skills - ability to effectively handle multiple tasks simultaneously.
• Ability to work in a dynamic, fast-paced environment.
• High energy level, positive and friendly demeanor with good customer service skills.
• Possessing strong interpersonal and communication skills is a must.
• Sound judgment and listening skills.
• Strong working knowledge of Microsoft Office Suite.
• Must be able to speak/write/comprehend effectively in both English and Spanish.
• Required 2-5 years' experience working as an Office Manager or customer service representative in a corporate environment.

Nice-to-haves

• Experience in Cargowise (C1) is a plus.