Pinnacle Services, LLC

Administrative Assistant

Job Location VI-Christiansted
Category
Operations

Overview

This position will support the entire departmental needs including meeting preparation, communications, facilitation of various items, and assisting with other tasks as needed. Candidates would need to maintain a professional demeanor in a fast paced ever-changing environment.

Responsibilities

  • Developing, planning, and overseeing administrative details and coordinating workflow of assigned area including invoice payment, purchase requisitions, supply orders, etc.
  • Composing, editing, and communicating complex documents including preparing      presentations, excel or word documents as needed.
  • Researching, reviewing, gathering, and compiling detailed and specialized information for consideration and presentation by managers, executives or committees.
  • Assisting with confidential/sensitive materials related to personnel matters.
  • Establishing and maintaining relationships with outside entities and individuals regarding the operation and/or special projects for the Terminal Department.
  • Read and analyze incoming memos, submissions, and reports to determine significance and plan their distribution.
  • Prepare agendas and make arrangements, such as coordinating transportation, housing or lunches for executive or customer meetings and figuring out logistics for the delivery of these items.
  • Review operating practices and procedures and make recommendations for improvements in areas such as workflow, reporting procedures, or expenditures.
  • Assist in the development of document or content classifications/categories to facilitate     information capture, search, and retrieval of documents. This will include preparing, updating and tracking electronic and paper documents in accordance with the Company’s Records Management policies and procedures.
  • Perform field related activities in a "Safety First" industrial environment.
  • Perform other related duties as required and assigned.

Qualifications

  • At least five (5) years of administrative experience; some college preferred.
  • Experience with document management software and enterprise resource planning ERP software.
  • Advance knowledge of Microsoft Office products specifically Word, Excel and PowerPoint.
  • Experience with providing customer and personal services.
  • Ability to develop constructive and cooperative working relationships with others.
  • Ability to effectively communicate orally and in writing to all levels of the organization as well as outside vendors or customers.
  • Proven ability to maintain the highest level of confidentiality.
  • Demonstrated skills in time management and multi-tasking.
  • Ability to work independently in an environment of rapidly changing priorities and assignments.
  • Valid Driver’s License and ability to obtain Transportation Worker Identification Credential card.
PREFERRED TRAITS AND CHARACTERISTICS:
  • Adhere to company rules and work practices.
  • Maintain confidential information;
  • Reliable, responsible, dependable, and fulfill obligations;
  • Meet deadlines for assignments.
  • Maintain good attendance practices;
  • Use time wisely and efficiently;
  • Perform multiple tasks to completion;
  • Work effectively with other personnel in various departments.
  • Welcome new assignments and challenges.

SUPERVISORY RESPONSIBLITIES: This position has no direct supervisory responsibilities.

 

WORK ENVIRONMENT: This job operates in a professional office environment but may require running errands outside and inside the facility as required. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

 

PHYSICAL DEMANDS: This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary. Must be able to work long hours that may require up to twelve hours a day, weekends and holidays when needed.

 

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