Administrative Assistant - ILS

Job Title: Administrative Assistant

Reports To: General Manager, Interlake Logistics Solutions

Summary

You will be working with the ILS General Manager and the Interlake Maritime Services Team scheduling vessels and updating customers. In addition, you will be responsible for scheduling crew changes, helping to arrange fueling and other day-to-day administrative duties.

Essential Duties and Responsibilities

• Updating customers on vessel schedule.
• Updating vessels on loading locations, cargo destinations, cargo types, delivery of vessel supplies and crew changes.
• Ensure that personnel and materials are delivered to vessels in a safe and timely manner, utilizing staff and vendors
• Maintaining an open line of communication with the officers aboard the vessels.
• Become proficient with the following financial and logistical programs, NS, Veson and Concurs.
• Assist with Customs and Immigration documentation, when required.
• Help crew members with licensing and documentation issues.
• Assist in the hiring process.
• Work with the ILS General Manager to generate budgetary and other types of documents and reports.
• Help maintain a positive work environment.

Qualifications

An individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Required Licenses, Documents Education, Abilities and/or Experience

• A valid driver license with the ability to obtain a chauffeur’s endorsement.
• A TWIC (Transportation Worker Identification Card) Card.
• A high school education or equivalent is required.
• Must be able to communicate and correlate data to a spreadsheet form.
• The ability to pass a drug test.
• The ability to handle packages of at least 20lbs
• The ability to travel if required.
• Current and valid driver’s license with a satisfactory driving record.

Work Schedule

You will typically work 40 hours a week, in a five-day work week, potentially more hours if circumstances require. The workday will begin around 8:00AM and end sometime between 4:00 and 5:00PM with some flexibility.

Work Environment

You will spend most of your time in the ILS office, occasionally going to a loading or unloading sight and/or customer location. Customers are typically quarries, mines, docks, steel mills, power plants, cement plants or other assorted industrial sights. At times you could potentially experience noise, heavy machinery dust, and other industrial conditions. You may also experience seasonal outdoor weather conditions.

Physical Demands

While performing the duties of this job the employee will be required to sit, use their hands to type, as well as verbally communicate and listen. It may require you to climb ladders when boarding vessels, ascend and descend steep stairs and ladders on vessels, navigate uneven terrain at dock facilities, and occasionally travel.

Benefits

Health/Dental/Vision, 401K

Agreement

This job description is intended to describe the essential functions and requirements for the successful performance of this position. It is not to be interpreted as an exhaustive statement of duties, requirements, or responsibilities of this position, nor is it designed to limit the authority of any manager to assign and direct the activities of employees under his or her direction. I have read and received a copy of this position description.

This description is for a full-time position, with a typical work week being 40 hours. This is an at will position and can be terminated by either party at their discretion.