Job Overview: We are seeking a detail-oriented and organized General Assistant to support our International Maritime Operations team. The ideal candidate will be responsible for managing various administrative and financial tasks, including monitoring emails, handling accounts payable and receivables, maintaining office files, coordinating with US Customs programs, and assisting in vessel scheduling and operations.

Key Responsibilities:

• Monitor and respond to daily emails, addressing accounting issues with vendors, customers, and operational concerns promptly.
• Verify daily bank transactions, record advances, and settlements from customers accurately.
• Coordinate and process dockage payments to terminals as per vessel berthing schedules.
• Record and manage invoices related to office overhead and vessel disbursement efficiently.
• Electronically pay customs checks upon entry using designated online systems and update vessel disbursement records accordingly.
• Prepare and issue checks for payments as required.
• Assist in transferring revenue funds from ship accounts to overhead accounts monthly under the direction of the Accounting Manager.
• Ensure two-person authentication of bank wires as per company policies.
• Maintain and update vessel schedules, coordinating closely with cargo receivers and brokers.
• Monitor customs programs AMS (Automated Manifest System) and AES (Automated Export System) daily for compliance.
• Regularly check Editrade (Customs software) for vessel-related customs statuses and requirements, especially during port stays.
• Collaborate closely with cargo receivers and their brokers to facilitate smooth operations.
• Provide timely reports on Ocean Bills of Lading (OBLs) status to charterers and communicate any customs holds or issues to the terminal prior to vessel discharge.

Additional Responsibilities:

• Maintain organized office files and assist in general office supply management and ordering.
• Assist in monthly financial closeout activities.
• Support ad-hoc administrative tasks and projects as assigned by management.

Qualifications and Skills:

• Proven experience in accounting, administrative support, or similar roles.
• Proficiency in Microsoft Office Suite (especially Excel) and accounting software.
• Excellent organizational and time-management skills with the ability to prioritize tasks effectively.
• Strong attention to detail and accuracy in data entry and record-keeping.
• Effective communication skills to liaise with internal teams, vendors, and customers.
• Familiarity with customs procedures and software, ie Editrade, is advantageous.
• AMS, AES, Customs Broker/Freight Forwarder experience is preferred.
• Ability to work independently and collaboratively in a fast-paced environment.
• Confidentiality and integrity in handling sensitive financial information.

This position offers an exciting opportunity to contribute to a dynamic team in a critical support role. If you are proactive, detail-oriented, and thrive in a challenging environment, we encourage you to apply. Please submit your resume detailing your relevant experience and qualifications.

Company Benefits:

• Competitive salary with bonus opportunity
• Competitive benefits package
• 401k Match
• Career growth opportunities within a reputable organization
• Professional development and training opportunities

Join our team and be part of our commitment to excellence. We look forward to reviewing your application!

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Bereavement leave
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance
• Wellness program

Schedule:

• Monday to Friday

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Baton Rouge, LA 70816 (Required)

Ability to Relocate:

• Baton Rouge, LA 70816: Relocate before starting work (Required)

Work Location: In person