Title: Administration Associate

Status: Full-time, Non-exempt

Company: Host Terminals, LLC

Reports To: Corporate Controller

Supervises: N/A

Location: Avondale – New Orleans, LA

Host acquired Avondale Shipyard in 2018 from Huntington Ingalls Industries. Avondale is a historic property, located along the Mississippi River in New Orleans, LA, with a footprint of 254 acres and significant warehousing and storage capabilities. With five docks and over one mile of waterfront, the Avondale Shipyard will become integral to Host’s continued efforts to provide REAL solutions to customers and shift the transportation paradigm.

Position Summary: This position attends to visitors and deals with inquiries on the telephone and face to face. Performs general administrative and accounting duties in addition to providing support to the multiple teams on site.

The Person: The successful candidate will have the following behaviors and demonstrate the competencies below.

Core Principles: All team members must demonstrate an ability to adhere and understand the core principles of the company. This team member must be able to provide value and depth to the Core Principles of Host.

• Our people are our greatest assets.
• Their safety is our top priority.
• We provide exceptional service.
• We believe every relationship is important.
• We are detectives, understanding all activities within our markets.
• We know today's opportunities are tomorrow's growth.
• We conduct all business with integrity.
• We build on our legacy.

Position Specific Behaviors:

• Team player
• Makes decisions and executes quickly
• Honesty and integrity
• Adaptable and flexible
• Collaborative- works well with others
• Excels in high growth, entrepreneurial and meritocratic environment
• Comfortable with ambiguity
• Strong intellectual curiosity
• Thrives in a pressurized work environment

Demonstrated Competencies to be Successful at Host

• Self- starter
• Problem solving
• Process improvement (ex. Lean, Six Sigma)
• Communication
• Customer Focus
• Accountability
• Executing both short-term plans and long-term plans tied to vision and “big picture” goals
• Building/implementing processes, procedures and systems in any of the following areas:
• Operations
• Safety – EHS
• Procurement
• Billing
• Staffing

Essential Responsibilities and Duties:

• Visitors/Vendors/Contractors
  • Check accuracy of supplies deliveries
  • Greet visitors and vendors in a professional and courteous manner, notify appropriate staff member upon arrival
  • Maintain visitor badges and make sure are badges are returned and sanitized after each use
  • Answer telephone calls using proper telephone etiquette and professional speaking tone and direct calls/messages to appropriate staff
  • Update employee phone (rock house/yard) directory as needed
• Mail
  • Open mail daily, respond to correspondence within your authority and direct remaining correspondence to appropriate staff and departments
  • Receive general incoming packages and distribute to appropriate departments
  • Prepare outgoing mail and packages
  • Ensure deliveries are picked up by outside couriers (FEDEX, DHL, UPS)
  • Make occasional trips to the post office when necessary
• Supplies
  • Maintain inventories, order and distribute all supplies (office, kitchen supplies, stationery, business cards, PPE, etc.)
  • Reconciling supply invoices for accuracy
• Accounting
  • Complete bank reconciliation daily
  • Complete credit applications requested by management
  • Monitor online vendor/service accounts and ensure month invoices are captured timely
  • Reconcile uniform activity of weekly delivery/invoices and create and submit PO
  • Complete journal entries as requested

• Administrative Duties
  • Clean and organize conference rooms
  • Maintain binder of all executed agreements
  • Order lunch for meetings with guests or employees as requested by managers
  • Monitor calendars for meeting rooms
  • Keep visitor pathways spaces clean, neat and organized
  • Water plants once per month
  • Maintain vehicle keys and distribute as requested
  • Assist HR with new hire paperwork & uniform orders
  • Maintain employee access badges
  • Update Front Desk SOP as needed
  • Provide general support to the leadership team
  • Other miscellaneous duties as assigned

Education, Knowledge, Experience, Skills and Abilities Required:

• Associate Degree or Bachelor’s Degree preferred
• Strong verbal and communication skills
• Must project professional appearance and demeanour at all times
• Strong proficient in Microsoft Office Suite, especially Microsoft Excel
• Exposure to business concepts, practices and principles
• Must be able work in fast paced environment
• Must be detail oriented and accurate

Physical Requirements:

• Sitting for long periods of time, standing, walking, crouching and kneeling
• Talking, hearing and seeing
• Reaching, handling, using equipment, keyboards and mobile devices
• Lifting boxes (files and supplies) up to 20 lbs