Administrative Assistant (Auto Logistics Processing)

Job Summary

The Administrative Assistant supports daily operations within the Port Terminal Auto Logistics Processing division. This role provides administrative, clerical, and operational support to ensure efficient workflow, accurate documentation, compliance with port and customer requirements, and seamless coordination between terminal operations, logistics, HR, safety, and management teams.

Essential Duties & Responsibilities

Administrative & Clerical Support

• Manage incoming calls, emails, and visitor inquiries, and direct communication promptly and professionally.
• Prepare, maintain, and distribute operational documents, reports, spreadsheets, and daily logs.
• Assist with scheduling meetings, coordinating calendars, and preparing meeting materials.
• Maintain filing systems (electronic and hard copy) for operational, HR, and compliance records.
• Process invoices, purchase orders, and vendor documentation per company procedures.
  
  

Operational Support – Auto Logistics Processing

• Assist with data entry for vehicle inventory, processing activities, damage documentation, and work orders.
• Update and maintain system records in accordance with customer and port authority requirements.
• Support coordination of inbound/outbound vehicle movements and trucking appointments.
• Track unit status (arrivals, inspections, detailing, accessorizing, shipping readiness).
• Assist with generating daily/weekly operational reports for leadership and customers.
  
  

HR, Compliance & Safety Support

• Maintain employee attendance logs, training records, and compliance documentation.
• Assist with new-hire paperwork, ID badges, access cards, and onboarding coordination.
• Support safety initiatives, including incident reporting, SDS logs, and training sign-ins.
• Ensure confidentiality and compliance with company and port regulations.
  
  

Customer, Vendor & Port Coordination

• Communicate professionally with port officials, trucking companies, inspectors, OEM representatives, and vendors.
• Assist with scheduling and coordinating operational services or vendor work on-site.
• Support customer service activities, including documentation, reporting, and issue resolution.
  
  

Minimum Requirements

• High School Diploma or equivalent required.
• Valid Driver’s License – Required
• Must pass background check, drug screening, and physical examination
  
  

Skills & Competencies

• 2–3 years of administrative or operations support experience; port, logistics, or automotive industry preferred.
• Strong organizational and time-management skills with attention to detail.
• Proficiency in MS Office Suite (Excel, Word, Outlook); experience with logistics or terminal systems is a plus.
• Ability to learn and adapt to fast-paced operational environments.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality of sensitive data.
• Positive attitude, dependable, and able to work independently or as part of a team.
  
  

Physical Demands/Work Environment

• Ability to regularly stand, walk long distances, and talk and hear.
• Ability to frequently use hands and arms to grab, handle, feel, and reach.
• Ability to occasionally sit and stoop, kneel, crouch, climb, or crawl.
• Ability to occasionally climb ladders or stairs.
• Ability to regularly lift and move up to 50 pounds.
• You must wear the required safety PPE, Safety vest, hard hat, gloves, etc.
• Vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Working indoors and outdoors.
• Excessive heat or cold, extreme weather conditions, excessive humidity or dampness or chilling.
• Slippery and uneven walking surfaces.
• Work around machinery with moving parts.
• Work around moving objects, vehicles, and moving machinery/heavy equipment.
  
  

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, national origin, age, disability, protected veteran status, genetic information, marital status, gender identity or any other impermissible criterion or circumstance.

Monday - Friday, Weekends and Holidays as needed, Overtime, and extended schedules of 6 to 7 consecutive days during peak operations.