JOB SUMMARY

This position provides high-level administrative and operational support of a complex and confidential nature to the Engineering and Construction Senior Director and department staff. Exercising independent judgment, it supports permitting and regulatory filings and serves as a key liaison among port executives, departmental teams, terminal operators, engineering teams, and government agencies. May provide assistance and backup to other administrative staff as needed.

ESSENTIAL FUNCTIONS

General Office & Administrative Support

• Performs various administrative duties in support of the Senior Director and department staff, organizing and expediting the flow of work through the office to ensure timeliness and quality.
• Generates and maintains mailing lists; sorts and distributes incoming mail; and ensures outgoing mail is properly packaged for timely delivery.
• Monitors inventory of office supplies and initiates replenishment by creating and processing purchase orders, in accordance with office policies and procedures.
• Monitors office equipment performance and schedules and coordinates timely maintenance and repair.
• Coordinates the processing of leave-of-absence and attendance records for staff and maintains corresponding files.
• Provides backup support to other administrative staff as needed, including backup processing of software platform (Trimble e-Builder) transactions.

Stakeholder Liaison & Communications

• Serves as the primary point of contact between the Engineering & Construction department and other port divisions, such as Finance, Maritime Operations, Legal, and Maintenance.
• Communicates and coordinates the executive's instructions and priorities with various individuals and departments.
• Monitors and screens incoming calls and visitors, directing them to the appropriate person; answers routine questions within a scope of knowledge and routes calls, messages, and inquiries to the appropriate source.

Permitting & Regulatory Compliance Support

• Assists department staff in preparing and filing permit packages and sovereign submerged land lease and easement applications with authorities having jurisdiction (e.g., City of Jacksonville, U.S. Army Corps of Engineers, and the Florida Department of Environmental Protection).
• Coordinates with regulatory bodies to track the status of submissions.
• Serves as the administrative conduit for submitting compliance certificates, environmental mitigation reports, and safety data to agencies such as the EPA, U.S. Coast Guard, and U.S. Army Corps of Engineers.

Records, Documentation & Information Management

• Maintains all centralized files, office manuals, slides, documentation, and special files, including record retention programs, in accordance with JAXPORT policy and applicable laws and regulations.
• Maintains all JAXPORT-owned property records.
• Logs, tracks, and archives critical engineering blueprints, task authorizations, and field change directives.
• Prepares, notarizes, and distributes legal documents as required in support of department operations.
• Handles highly confidential records and information pertaining to the work of the division with appropriate discretion.

Contract & Procurement Administration

• Assists in assembling Requests for Proposals (RFPs), tracking contract approvals, and routing execution signatures for external vendors.
• Tracks and maintains accurate logs of contract compliance documents (e.g., Certificates of Insurance, SEB forms, contract expiration dates).
• Creates and processes purchase orders for consulting services (e.g., engineering, surveying, environmental) as requested by department staff, in accordance with office policies and procedures.

Budget & Financial Support

• Provides preliminary budget paperwork and documentation, including initial research and calculations to support budget preparation.
• Executes budget tracking to ensure adherence to established expenditure limits; monitors spending by verifying charges against budget and reconciling accounts monthly or as needed; and processes direct payment vouchers and requisitions for timely reconciliation.

Reporting, Presentations & Research

• Consolidates complex engineering milestone data into clear, non-technical executive summaries and monthly progress reports for presentation to the JPA Board.
• Performs research on special topics and projects and presents findings.
• Develops PowerPoint presentations for management as required.
• Composes, drafts, and reviews correspondence (e.g., emails, letters) and prepares reports, documents, presentations, graphics, and meeting agenda items, ensuring timely submission.

Meeting, Calendar & Travel Coordination

• Manages heavy calendar activity, coordinating complex executive meetings and events with internal and external executives, assistants, and consultants.
• Organizes and attends department meetings; takes and transcribes notes and minutes; and tracks follow-up action items.
• Coordinates staff travel, ensuring all specifications are understood and reflected in arrangements and itineraries.
• Schedules and coordinates venues, catering, and resources for meetings, appointments, events, and luncheons, ensuring attendees are notified and prepared in a timely manner.

DIRECT REPORTS

This position does not supervise employees.

OTHER DUTES

Performs other duties as required or assigned.

MINIMUM REQUIREMENTS

Education:

• High School diploma or equivalent required.
• Completion of an administrative, business or office technology training program preferred.

Experience:

• Minimum of five to seven years’ executive assistance experience required.
• Maritime experience preferred. 
• Construction and Engineering experience preferred.

License/Certifications: N/A

Knowledge:

• Considerable knowledge of office practices and procedures required.
• Solid knowledge of Microsoft Office Suite required.
• Knowledge of Concur travel system preferred.
• Familiarity with (or ability to quickly learn) project management software (e.g., e-Builder) and other electronic document control systems.
• Basic understanding of engineering, port infrastructure, and construction terminology is preferred.

Skills Required:

• High level of professionalism in oral and written communications.
• Initiative and ability to make independent judgment with little or no supervision.
• High level of customer service and resourcefulness while interacting with all levels of staff.
• Highly organized, flexible and able to handle multiple tasks simultaneously.
• Ability to handle sensitive issues in confidence is essential.
• Notary Public preferred or ability to obtain.

Travel: Minimal to none.

OTHER REQUIREMENTS

• Must be able to obtain and maintain a Transportation Workers Identification Credential (TWIC) during employment.

PHYSICAL REQUIREMENTS

WORKING CONDITIONS

Relatively free from unpleasant environmental conditions or hazards. Office environment or local travel for meetings or functions.

APPLY

Internal applicants that meet the minimum qualifications must complete an internal application and send to Human Resources with a copy of current resume by the closing date.

External applicants that meet the minimum qualifications must apply online on the “Careers Page” at www.jaxport.com.

JAXPORT will make reasonable accommodations in compliance with the American with Disabilities Act

AN EO/EA, ADA AND VETERANS PREFERENCE EMPLOYER