Administrative Assistant

Description:

Ports America, a leading operator in the maritime and logistics industry, is seeking a dedicated and organized Administrative Assistant to support their Morristown, NJ office. This on-site, full-time role offers an opportunity to contribute to the essential operations that drive global trade and supply chains. The Administrative Assistant plays a vital behind-the-scenes role, ensuring smooth day-to-day functioning through office coordination, reception duties, and administrative support across departments.

The role involves being the first point of contact for office-related needs and visitors, managing supplies and logistics, supporting staff with documentation and scheduling, and contributing to a positive, well-organized work environment. Candidates must demonstrate attention to detail, communication skills, and the ability to manage multiple tasks simultaneously.

Key Responsibilities:

• Welcome guests, manage visitor badges, and serve as the building’s main point of contact for inquiries.

• Coordinate and troubleshoot office support needs, including maintenance, printer issues, and supplies.

• Handle all incoming and outgoing mail services (FedEx, UPS, USPS).

• Monitor and maintain office and kitchen supplies; ensure a clean and professional kitchen environment.

• Manage catering logistics: order placement, setup, and cleanup.

• Maintain essential documentation such as employee directories, building info guides, and office manuals.

• May assist with expense reports, scheduling appointments, transcribing notes, research, and travel arrangements.

• Participate in concurrent projects and perform additional duties as required.

Required Qualifications:

• High School Diploma or GED.

• At least 1 year of relevant administrative experience.

• Proficient in records and database management.

• Familiarity with general accounting principles.

Preferred Qualifications:

• Exceptional written and verbal communication skills.

• Ability to work under pressure and multitask efficiently.

• Strong attention to detail and data accuracy.

• Experience using office equipment (printers, scanners) and the Concur system.

• Skilled in scheduling, calendar management, email drafting, and generating analytical reports.

Additional Notes:

• This role does not provide visa sponsorship; applicants must be eligible to work in the United States.

• The job description may evolve based on organizational needs.

• Ports America is committed to a diverse and inclusive workplace and adheres to equal employment opportunity laws.