About this role
Job Description
Administrative Assistant - Westwego, LA
- Parking passes
- Manage company contact list & evacuation roster
- Mail – pick up/distribute/send outgoing items/purchase postage
- Greeting visitors and direct them to the appropriate personnel
- Answer and route phone calls in an efficient manner
- Keeping meeting notes/minutes as needed
- Coordinate special events, including retirement celebrations, holiday gifts, and customer appreciation initiatives
- food, cake, etc. for luncheons, birthdays, celebrations, etc. (Meetings, special events, holidays)
- Maintain galley supply inventory by forecasting needs, placing orders, and ensuring timely restocking (Sam’s Club)
- Coupa - order various items for office
- Supplies
- documents from print shop
- name placards
- Coupa review/approvals - submitting invoices for payment (Iron Mountain, Service Masters, UPS, Lemoine Refrigeration, Ecolab, trade/association memberships, other misc. invoices)
- Charter boat downtime
- Update month end spreadsheets for downtime and missing crew, etc.
- File charter boat logs
- Cross check charter boat invoices for downtime and ensure payments are made on time per contract terms. Receive items in Coupa.
- Update charter boat analysis on network
- Charter Boat Revenue Cost Analysis
- Update charter boat spreadsheet when boats come on/off charter
- Crewing Deductions spreadsheets
- Chartered boat invoice accrual (EAP)
- Update KPI Powerpoint
- Boat Trip Updates for all gulf boats (Internal & chartered) to capture revenue
Back Up Duties
- Fuel & Lube (Laura)
- Order fuel and lube weekly for fleet boats, charter boats, and rigs. (Orders gathered on Wednesday’s and prices/orders locked in on Thursday’s)
- Track usage and prices for cost savings opportunities
- Update fuel surcharge
- Receive and verify fuel invoices
- Crew boat billing & reconciliation/update spreadsheet (Launch Boat Invoices) (Michelle)
- Compile and submit fuel JV’s for fleet boats, chartered boats, and rigs (Laura)
- Review dispatch billing – NOLA (Alexis)
- Preliminary Report
- Ensure billing entries to customers is showing correctly; research and input missing traffic entries or correct errors
- Review finals
- Ensure delivered invoices were in fact correct, issue any credits/corrections needed if not
Before applying for an exempt, non-exempt or hourly job opportunity, you are expected to initiate a discussion and share your intentions with your supervisor.
- If you’ve been in your current position for more than 18 months, supervisor approval is not required.
- If you’ve been in your current position for less than 18 months, verbal supervisor approval is required.
Hiring Manager- Joseph Meerman
Recruiter- Bindu Raghu
:
Base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience. Hourly and salaried non-exempt employees will also be paid overtime pay when working qualifying overtime hours.
If hired, employees will be in an “at-will position” and the Company reserves the right to modify base pay (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.
The pay range for this position is expected to be between:
:
About ADM
At ADM, we unlock the power of nature to provide access to nutrition worldwide. With industry-advancing innovations, a complete portfolio of ingredients and solutions to meet any taste, and a commitment to sustainability, we give customers an edge in solving the nutritional challenges of today and tomorrow. We’re a global leader in human and animal nutrition and the world’s premier agricultural origination and processing company. Our breadth, depth, insights, facilities and logistical expertise give us unparalleled capabilities to meet needs for food, beverages, health and wellness, and more. From the seed of the idea to the outcome of the solution, we enrich the quality of life the world over. Learn more at www.adm.com.