What are the responsibilities and job description for the Admin Assistant position at B&H Worldwide Ltd?
About B&H Worldwide
The Global Institute of Logistics has named B&H Worldwide as the worlds Best in Class Global Aerospace Logistics Company. As the benchmark independent freight forwarder in the global aerospace logistics space, our vision is to be the most respected, valued, passionate and entrusted leader in global aerospace logistics. We aim to provide our employees with a rewarding, safe and empowered environment that fosters high standards. Working at B&H Worldwide you will have the opportunity to grow your career supported by an award-winning team and industry
Our Mission
To support our customers with consistent, dependable, competitive and innovative logistics solutions which powers their business.
Our Vision
To be the most respected, valued, passionate and entrusted leader in global aerospace logistics.
Where to find more information about us: https://bhworldwide.com
The Opportunity
Working at B&H Worldwide you will have the opportunity to grow your career supported by an award-winning team and industry leading systems and processes. At B&H we are fully committed to rewarding dedication and success and supporting staff to achieve their full potential. We are looking for ambitious, recent graduates who are looking for a career in the logistics sector.
Location: Miami, USA
Line Manager: Head of Operations
Working Pattern: Monday to Friday 8 hours per day
Key Role Accountabilities
Administration
- Order, receive, and track supplies.
- Cross-reference receipts with payment forms in weekly reports.
- Process invoices promptly.
- Liaise with HR to coordinate the on-boarding of new team members, specifically desk set-up, equipment, and welcome packs, and the off-boarding of leavers, ensuring that all Company equipment is returned upon leaving, all US locations.
- Support employee engagement initiatives, including organising office events and activities.
- Provide cover for team members, as appropriate.
Data Entry & Management
- Input shipment details and tracking updates into FirstTrac to comply with customer SOPs.
- Update Flight Monitoring Board.
- Generate data management reports from CargoWise.
Accounting
- Ensure Shipamax is updated daily.
- Input costs accurately into CargoWise (CW).
- Highlight incorrect estimates placed in CW by operators.
- Maintain, monitor, and update airline freight charges and other relevant charges in CW.
- Present temporary invoices and time sheets for approval.
- Handle EDI billing.
Customer Service
- Answer phone calls and redirect as needed while maintaining fast response times.
- Support the Head of Operations with miscellaneous tasks, such as maintaining office upkeep, managing supplier relationships, handling staff uniforms and supplies, and managing receipts for purchases.
Facilities Administration
- Take charge of office, kitchen and stationary supplies, monitoring inventory levels and placing orders as needed.
- Coordinate with Marketing on B&H Worldwide brand merchandise, ensuring sufficient stocks available for external events.
- Ensure office cleaning standards are maintained to a high level, liaising with the cleaning provider on any concerns. Arrange periodic cleaning as required, windows and carpets.
- Organise property repairs and maintenance as requested, and other ad hoc property management tasks.
Personal Compliance/Health & Safety
- Adhere to health and safety policies and equipment care requirements.
- Ensure compliance with B&H Quality Management System processes.
Your Experience:
Personal Attributes
- Professional.
- Team-oriented.
- Enthusiastic and adaptable.
Key Skills and Attributes
- Proactive and self-motivated with the ability to work independently.
- Proven communication skills both written and verbal.
- Previous experience dealing with operational files and overseas debit notes.
- Possess appropriate IT skills.
- Excellent process and planning skills.
- Be persistent, tenacious, and determined to get the job completed correctly the first time.
- Strong commercial awareness, understands impact of actions.
Qualifications and Experience
- Prior experience in a similar administrative role.
- Sound knowledge of Word, PowerPoint, Excel.
B&H Worldwide are an equal opportunity employer. We are committed to creating an inclusive and diverse environment for all team members. If you do require any reasonable adjustments or support during the application process; please contact hr@bhworldwide.com