Office Manager- Oakland

JOB SUMMARY

The Office Manager is responsible for providing administrative and operations support to the Head of Operations and Oakland staff.

NATURE AND SCOPE

Due to the nature of our business, work shifts may fluctuate dependent upon vessel arrival schedules and operational requirements. The incumbent may be required to work weekends, night shift, and long hours during the week and adapt to changes in work schedules as needed.

This position assists the Head of Operations with the day-to-day administrative duties and support associated with the terminal’s activities. The incumbent also accommodates other staff with administrative/operational support when necessary.

This position requires confidentiality and diversity.

This position reports directly to the Head of Operations but also interacts closely with local department managers and staff.

This position requires sound organizational skills, allowing for efficient coordination and distribution of correspondence, reports, invoices/billings, and other related documentation. This position offers minimum supervision, which requires the incumbent to be self-motivated at dealing with the day-to-day administrative requirements and goals.

Being, in some cases, the first point of contact for clients and related business personnel, the incumbent must continually demonstrate professionalism and courtesy which is indicative of the Company’s business posture.

The sensitive and confidential matters inherited in this position requires a need for sound judgment and discretion.

ESSENTIAL FUNCTIONS

The following describes the general nature and level of work but is not intended to be a comprehensive list of all activities, duties, and responsibilities required of the job incumbent. Consequently, job incumbents may be asked to perform other duties as required.

Administrative

•    Assist the Terminal Staff in the preparation of correspondence, reports, billings, and other related documentation to ensure the timely and accurate distribution of information.

•    Receive and direct phone calls and inquiries in a clear and responsive manner, allowing for quick and effective response.

•    Monitor the front door, greet visitors, and notify designated staff of incoming visitors.

•    Organize, set-up, coordinate, and wrap-up meetings, special functions, and/or activities as requested.

•    Assist staff with business-related travel arrangements.

•    Track R.A.P. process and manage signed requests.

•    Complete various other administrative tasks accurately, efficiently, and timely, including but not limited to, maintaining/renewing business registration and licenses; document management; advising appropriate personnel when items are delivered via carrier; collecting, organizing, and distributing incoming and outgoing mail; etc.

General Affairs/Terminal Services

•    Assist in the maintenance of certain terminal cost measurements, including further development and refinement of existing monitoring tools and reporting.

•    Advise HSSE regarding FOB/Key system/protocol.

•    Maintain/enter data, review, and reconcile documents and reports such as the bank checking account register and Labor Cost per Crane Move Report to the Flash Report.

•    Notify Treasury when adjustments need to be made in the asset list as well as insurance of the assets.

•    Inventory, order, and maintain materials, supplies, service schedules, renewals, and agreements required for the day-to-day needs of the facility and select office equipment such as copiers and fax machines.

•    Reconcile purchases and submit Credit Card Payment Request Treasury.

•    Review and verify attendance for TraPac Staff.

•    Prepare and email/fax new hire notices and employer complaints to ILWU/PMA.

•    Receive, review, and resolve inquiries, and distribute invoices to the appropriate executives or managers for approval. Once invoices are approved, ensure they are timely forwarded to Accounts Payable to allow for accurate and prompt payment.

•    Assist department managers with the preparation and processing of applicable accounts payable and receivable responsibilities, including but not limited to approvals, ensuring receipt of proper credits or payments due to the Company.

•    Follow-up with vendors to ensure we maintain current unexpired Certificates of Insurance (COI) on file.

•    Maintain DMV/Certificates of Title for TraPac units.

Operations

•    Interact with applicable Port of Oakland personnel when and where necessary as it relates to requirements associated with the Assignment Agreement between TraPac and the Port of Oakland.

•    Provide support as needed, including but not limited to, support for shore power tracking, download, and monthly Port of Oakland shore power invoice reconciliation.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

•    Sedentary Work

o    Requires sitting most of the time. Standing and walking are required occasionally. Position requires ability to exert sufficient force up to 25 pounds occasionally and sufficient force to carry, lift, pull, and otherwise move objects frequently.

•    Climbing 

o    Requires agility to ascend or descend stairs, ramps, ladders, and similar equipment, i.e., bridge or structure to embark or disembark vessel.

•    Walking and Standing

o    Needs the ability to move freely about the office.

o    Must have the capacity to stand for a sustain amount of time when necessary.

•    Bend at the waist

o    Requires the ability to bend the body downward, forward, or side to side.

•    Reaching

o    Must have the ability to extend hands or arms in any direction.

•    Balance

o    Requires exceeding the ordinary need for balance in maintaining body equilibrium to prevent falling when climbing on unstable surface.

•     Kneeling

o    Needs the ability to bend legs at knee or come to rest on knees.

•    Speaking, Hearing, Talking, and Sight

o    Must be able to communicate efficiently, both orally and in writing.

o    Needs the ability to receive information through oral communication.

o    Able to work in an office environment with a moderate noise level.

o    Requires clarity of vision with or without corrective lenses.

JOB QUALIFICATIONS

EDUCATION

•    High school graduate

•    Related business college courses or equivalent experience

EXPERIENCE

•    3-5 Years previous administrative experience supporting a top executive and staff in a fast-paced environment

•    Word processing/computer experience

•    Prior transportation, maritime, or international experience preferred

SKILLS AND APTITUDES

•    Proficient in Microsoft Suite

•    Proficient in statistical data entry

•    Ability to organize business and social functions

•    Ability to handle a variety of tasks and responsibilities simultaneously and efficiently

•    Ability to work under pressure

OTHER DESIRABLE SKILLS

•    Professional appearance and manner

•    Organized/detail oriented

•    Customer service oriented

•    Strong communication skills

•    Responsive/approachable

•    Team-oriented

*Additional benefits: Fully-paid health insurance, 401(k) match up to 6% of eligible pay, 7% annual retirement contribution, and more!

Salary : $77,250 - $103,000