Office Manager II

Primary Responsibilities

Prepare vendor invoices for processing in a timely & accurate manner.

Prepares reports, purchase orders, supply and correspondence at the direction of his or her supervisor.

Process local union payroll in a timely & accurate manner.

Enters data into various corporate and local computer systems.

Coordinates with contractors and vendors for credit apps, W-9's, COI, etc.

Serve as the Facility Security Officer (FSO) in compliance with applicable government regulations and terminal Facility Security Plan (FSP).

Maintain and update security documentation such as Standard Practice Procedures (SPPs), Visit Authorization Requests (VARs), and Security Operating Procedures (SOPs).

Coordinate and assist with new hires with Human Resources.

Collects, records and files various purchase orders, handling orders, vessel files and activity logs generated by terminal activities.

Collects and files required terminal permit documents, leases, safety documents and training records. These documents and their renewal dates should be recorded in list form and readily available for review by his or her supervisor.

Communicates with Metro's customers, employees, government agencies and vendors via email, telephone and face to face.

Positively interact with a variety of personalities common to waterfront work.

Tracks and submits monthly vendor accruals to client.

Reviews and edits documents and reports.

Compiles and publishes biannual Board Meeting report materials.

Provide reception and instruction to Terminal visitors.

Submits monthly monitoring data to regulatory agencies.

Provides Transportation Worker Identification Credential (TWIC) escort training as needed.

Orders and tracks office supplies.

Collects, opens and disseminates mail and electronic communication.

Answers phones and take messages.

Maintains files on various customer contracts and renewal dates, assist Business Development with renewals as needed.

Resolve questions/issues concerning payroll; respond to inquiries and enforce payroll policies.

Maintains files via paperwork or computer for auditing purposes.

Performs other administrative functions or tasks as directed by his or her supervisor.

Provide support to Health, Safety and Environmental manager as needed. Additional Responsibilities

Regular, predictable & reliable attendance.

Maintains a neat, efficient & safe office environment.

Sets priorities and meets deadlines.

Reports damages & accidents as they occur.

Complies with company policies & safety requirements.

Maintains organizational sensitivity. ORGANIZATIONAL COMPETENCIES

Integrity - Consistently acts in a way that demonstrates an honorable intention to do the right thing in supporting the organization and its team members, customers, and other stakeholders. Confronts any unethical behavior when it arises.

Compliance & Safety - Holds self-accountable for working safely and adhering to compliance-related programs, policies, practices and procedures. Notifies management of any potential compliance or safety issues.

Client Service - Continually focuses on meeting expectations of internal and external customers by prioritizing their needs and focusing on ways to improve their customer experience.

Impact & Influence - Positively and persuasively affects team/ organization in working towards shared goals and objectives.

Productivity & Execution - Demonstrates a strong results and quality orientation. Responds quickly and constructively when addressing challenges/ obstacles. Able to re-prioritize divergent responsibilities as appropriate.

Teamwork & Cooperation - Collaborates well with other employees in working toward common goals. Willingly shares information and positively supports team members in helping them to achieve their objectives. Knowledge/ Experience

Equivalent of a High School diploma or equivalency

2+ years of related experience.

Working knowledge of Microsoft Office and other computer systems.

Accounting or human resource experience preferred.

Ability to acquire a TWIC (Transportation Worker Identification Credential) card. Skills/ Abilities Pertinent to This Position

Planning & organizing and prioritizing

Verbal communication

Written communication

Quality/ detail orientation

Ability to work as a team member

Flexibility/ adaptability/ multi-tasking

PHYSICAL DEMANDS - Must be able to see, hear, speak and write clearly in order to communicate with employees and/or other customers; manual dexterity required for occasional reaching and lifting of small objects, and operating office equipment. Travels as required to meet accountabilities.

WORK ENVIRONMENT - The office is clean, orderly, properly lighted and ventilated. Noise levels are considered low to moderate. As a member of the Company's operations staff, an employee may be exposed to a great variety of environmental conditions. Such is the very nature of contract stevedoring and marine terminal operations. Most of the work will be indoors. Operations staff may work on property owned by the Company, leased to the Company, owned by ports and leased to others, or owned by, chartered by, or leased to our maritime customers. While an employee may work on a single maritime site for the majority of one's work, special circumstances may require that employees work at a different site based upon the needs of the business. The Company serves as stevedore and/or terminal operator for a wide variety of maritime cargoes for export and import. In all instances, the health and safety of all employees is the Company's #1 concern. The Company has a Safety Director who will assist employees in the identification of any unusual exposures so that the appropriate steps may be taken to ensure their health. This would include everyone's full compliance with the Company's hearing loss conservation program in those specific locations where it has been identified that one may be exposed to injurious noise levels.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.