Seaboard Marine Careers

Description

• 401(K) Retirement Saving Plan w/ Employer Match
• Low-Cost Health, Dental & Vision insurance (Starting DAY ONE)
• Tuition & Certification Reimbursement
• Paid Time Off – (15 Days; prorated before 1^st year)
• Parental Leave
• Paid holidays

• One (1) year minimum experience in event coordination, purchasing, procurement, or working as an Administrative Assistant in a fast-paced office environment.
• Experience working with vendors, negotiating contracts, and managing logistics.
• A valid driver’s license with clean driving record.
• Ability to communicate in English both verbally and writing. Thorough knowledge of business English, including proper spelling and punctuation.
• Strong verbal and written communication skills for effective interaction with vendors, colleagues, and stakeholders.
• Well-developed interpersonal skills; ability to meet and interact effectively with vendors, customers, executives, and the general public.
• Intermediate proficiency in MS Word, Excel, and Outlook.
• Highly detail-oriented with superior organizational skills, ensuring accuracy and efficiency in managing multiple tasks and projects simultaneously
• Ability to review, compose, and prepare correspondence, reports, minutes, and other written materials accurately and efficiently.
• Proficiency in processing mathematical equations for reviewing bids and processing invoices.
• Ability to think creatively and provide innovative event ideas.
• Strong problem-solving skills and the ability to troubleshoot issues effectively.
• Ability to perform and prioritize a variety of administrative tasks with minimal supervision.
• Ability to work extended hours, holidays, and/or weekends as needed to include event attendance.

• High School Diploma or equivalent.
• Ability to read, write, and speak Spanish at an Intermediate level in a business environment, including proper spelling and punctuation.
• Experience working with cloud-based procurement systems.

• Maintain accurate records of purchases, contracts, vendor agreements, and event-related documentation.
• Ensure compliance with legal and regulatory requirements across all purchasing and event management activities.
• Assist with invoice coding, placement of purchase orders, and enter and scan order requests, invoices, and packing lists into the system.
• Create and maintain the departmental e-filing system, including scanning documents and uploading them to SharePoint.
• Prepare reports as requested by the department manager, gathering information from various sources as needed.
• Type letters and memoranda under the guidance of a supervisor, proofread documents for grammar and accuracy, obtain necessary signatures, and route documents appropriately.
• Collaborate with Human Resources to understand event objectives, requirements, and timelines.
• Assist in developing comprehensive event plans, including logistics, schedules, and resource allocation.
• Research, coordinate, set up, break down, attend, and manage various types of events, including fundraising, employee motivational, recognition, and anniversary events.
• Assist in preparing and managing RSVP lists for events.
• Identify, evaluate, and select vendors to provide goods and services for events.
• Build and maintain strong relationships with suppliers to ensure quality, cost-effectiveness, and timely delivery of products and services. Negotiate contracts, terms, and pricing with vendors to optimize value for the organization.
• Assist in preparing and managing the budget for events, ensuring all purchases align with budgetary constraints.
• Monitor and report on purchasing expenditures, identifying cost-saving opportunities.
• Arrange for necessary equipment, materials, and services to be available at events, to include transporting event materials if needed.
• Source services and products required for events, ensuring quality and cost-effectiveness.
• Serve as the primary point of contact during events, managing on-site operations to ensure smooth execution.
• Troubleshoot and resolve any issues that arise during events promptly.
• Assist in conducting post-event evaluations to gather feedback and identify areas for improvement.
• Compile and analyze data to assess the success of events and inform future planning.
• Enthusiastically communicate with all personnel, both verbally and in writing, through face-to-face interactions and company communication platforms.
• Answer incoming phone calls to the department’s general line and organize incoming mail.
• Provide general administrative support to the events coordination and purchasing teams as needed.

• Assist with service requests and respond to building emergencies as required.
• Serves as a backup for Mailroom staff, assisting with the distribution of supplies to employees, mail runs to other company locations and assist with pick up or purchased items for events and other functions as needed.
• Act as a backup for the Purchasing team, supporting various procurement activities as needed.
• Perform additional duties as assigned by the supervisor, contributing to the smooth operation of the department and organization.

• While performing the duties of this job, the employee is regularly required to sit and use his/her fingers.
• The employee frequently is required to talk and/or hear.
• The employee is continuously required to sit. 
• The employee is occasionally required to stand and walk for prolonged periods (i.e., events).
• The employee must occasionally lift and/or move up to 20 pounds. 
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

• Report safety hazards   
• Immediately report incidents involving injury, illness, or property damage  
• Wear protective PPE (Personal Protective Equipment) as instructed or necessary   
• Comply with all company safety policies, procedures, and rules  
• Refuse any unsafe task or operation  
• Participate in safety meetings and training  
• Be constantly aware of their personal safety and that of their coworkers  

• Indoors office, controlled temperature environment.
• Occasional need to work outdoors for events.
• Occasional exposure to warehouse environments, to place postings, retrieve supplies and escort vendors.
• The noise level in the work environment is usually busy due to open areas and telephones.

• We are an Equal Opportunity Employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.
• If an applicant with a disability is unable or limited in their ability to use or access our online application center as a result of their disability, they can request reasonable accommodations by sending an email to [email protected].
• The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
• The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change