Office Administrator
JAS Forwarding (usa), Inc.

JAS is an international, non-asset-based supply chain services and solutions company. Our services include air and ocean freight forwarding, contract logistics, customs brokerage, distribution, inbound logistics, truckload brokerage and other supply chain management services, including consulting, the coordination of purchase orders and customized management services.

The Office Administrator position requires a punctual, reliable and organized individual with a positive, professional demeanor. Office Administrators should be able to answer basic inquiries and provide general information to callers, communicating efficiently. Excellent customer service skills are a must as this role regularly interfaces with high-profile guests, vendors, applicants, customers and employees at all levels. This position will also provide assistance and support for other departments as needed.

ESSENTIAL FUNCTIONS:

• Greets and directs visitors to appropriate individuals, ensuring compliance with security log sign-in and sign-out process and visitor badge distribution, notifying appropriate parties of guests.
  
• 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.
  

• Receive and sort daily mail and deliveries, notifying appropriate parties of deliveries.
  
• Manage guest suite reservations and company loaner car bookings for visiting colleagues.
  
• Maintain campus phone extension directory
  
• Schedule conference and training rooms as needed
  
• Ensure lobby area is always neat and presentable
  
• Process guest and visitor wi-fi password credentials
  
• Handle and process company purchase orders and invoices and obtain necessary signatures for payment
  
• Handle expense reports and maintenance expense reports
  
• Support Management/Executives with travel and help with coordination of meetings (making sure room is set up, food is accounted for, and helping with travel arrangements if not staying at suite)
  
• Help send packages and documents via UPS and Fedex
  
• Help departments with projects using Microsoft suite
  

• Other duties may be assigned
  

ESSENTIAL FUNCTIONS:

• Greets and directs visitors to appropriate individuals, ensuring compliance with security log sign-in and sign-out process and visitor badge distribution, notifying appropriate parties of guests.
  
• 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.
  
• Receive and sort daily mail and deliveries, notifying appropriate parties of deliveries.
  

• Manage guest suite reservations and company loaner car bookings for visiting colleagues.
  
• Maintain campus phone extension directory
  
• Schedule conference and training rooms as needed
  
• Ensure lobby area is always neat and presentable
  
• Process guest and visitor wi-fi password credentials
  
• Handle and process company purchase orders and invoices and obtain necessary signatures for payment
  
• Handle expense reports and maintenance expense reports
  
• Support Management/Executives with travel and help with coordination of meetings (making sure room is set up, food is accounted for, and helping with travel arrangements if not staying at suite)
  
• Help send packages and documents via UPS and Fedex
  
• Help departments with projects using Microsoft suite
  
• Other duties may be assigned
  

QUALIFICATIONS:

To perform 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/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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, 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.
  

EDUCATION AND EXPERIENCE:

• High School Diploma or equivalent is preferred.
  
• Prior Office Manager or customer service representative experience in a corporate environment.
  
• Experience in Cargowise (C1) is a plus.
  

ADDITIONAL:

The responsibilities associated with this job will change from time to time in accordance with the Company's business needs. More specifically, the incumbent may be required to perform additional and/or different responsibilities from those set forth above.

The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job.

DEFINITIONS: (if any abbreviation, the meaning needs to be inserted)

Management retains discretion to add or change duties of this position at any time.

JAS Forwarding (USA), Inc. is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ethnicity, disability, religion, national origin, gender, gender identity, gender expression, marital status, sexual orientation, age, protected veteran status, or any other characteristic protected by law.

Where required by state law and/or city ordinance; this employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee's Form I-9 to confirm work authorization.

NOTICE TO APPLICANTS

JAS USA IS A CUSTOMS BROKER, GOVERNED BY FEDERAL REGULATION. FEDERAL REGULATIONS PROVIDE THAT JAS MAY HAVE IT BROKERAGE LICENSE SUSPENDED OR REVOKED IF IT "KNOWINGLY EMPLOYED, OR CONTINUES TO EMPLOY, ANY PERSON WHO HAS BEEN CONVICTED OF A FELONY, WITHOUT WRITTEN APPROVAL OF THAT EMPLOYMENT FROM THE ASSISTANT COMMISSIONER." JAS WILL PERFORM A BACKGROUND CHECK TO DETERMINE IF YOU HAVE BEEN CONVICTED OF A FELONY AND IF SO, ABSENT SPECIAL CIRCUMSTANCES, YOU WILL NOT BE HIRED OR WILL BE TERMINATED IMMEDIATELY.

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