Office Manager

Under minimal supervision of the Terminal Manager (TM) or other persons designated by the General Manager, perform a variety of administrative duties to support the TM and main office staff. The selected candidate will be a key contributor to the strategic goals of the business from an administrative capacity.

Manages a minimum of 2 other administrative positions at FHT.

•Prepares departmental correspondence, reports, records, and other documents/forms as needed for main office.

•Responsible for overseeing checking and verifying accuracy of all Salary and Payroll functions at the terminal.

•Responsible for ensuring offices materials and supplies are adequate at all times.

•Employee must establish and maintain effective electronic and hardcopy filing systems.

•Responsible for completing all required forms and documentation in support of Human resources as needed.

•Maintains Outlook Calendar for assigned personnel and schedules meetings and conferences.

•Keeps up-to-date with personnel contact lists/phone numbers and organization changes/charts, etc.

•Responsible for office accounting processes as required.

•Track and maintain vessel operations KPI’s

•Assist with customer interaction, site visits and contract reviews

•Assist with environmental and regulatory compliance tracking as needed

•Contribute to new business operational planning and set up.

•Work with IT with terminal network issues and track compliance with IT initiatives

•Oversee terminal network communications as well as data retention on company drives

Position Requirements: Requires a high school diploma or GED with 3 or more years of administrative support experience.

Demonstrated proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint and Access) and ability to operate in a network computer environment by understanding the complexities of saving and accessing files and data on network drives and networks.

•Experience working with and/or managing payroll systems.

•Experience supervising employees within a terminal environment.

Must possess and maintain a valid motor vehicle operator's license and driving record satisfactory to the company and its insurers

•Willingness to use personal and/or company vehicle in the course of employment

•Must obtain and / or meet all requirements to enter foreign trade zones; such as background checks by both the U.S. Coast Guard and the Department of Homeland Security, i.e. obtain and maintain a Transportation Workers Identification Card (TWIC)

•Job commensurate with experience and skill sets

•The successful candidate will be required to clear a drug screen and a complete background check, after an offer has been extended and prior to being employed

Exercise judgment and make decisions to promote smooth workflow in a team environment with changing demands to ensure that customer and control center personnel needs are met.

•Deal with a wide variety of people with tact, courtesy and professionalism (white/ blue-collar employees, customers, vendors, contractors, etc.).

•Demonstrated ability to produce high quality work, handle competing priorities, effective organizational skills with attention to detail, and the ability to work well under-pressure, juggle tasks and work efficiently against deadlines.

•Ability to work overtime with little or no notice

•Excellent oral and written communication skills including demonstrated spelling, grammar and composition skills.

•Basic mathematical skills (add, subtract, multiply and divide in standard units of measure, using whole numbers, common fraction and decimals).

•Willingness to recommend changes to improve and/or refine current office paperwork flow/processes.

•Maintain regular, dependable (scheduled or unscheduled) work attendance.

•Work with sensitive information in a confidential manner.

•Accept ownership, be accountable and deliver on commitments and assigned projects and all essential job duties and requirements.

•Ability to manage multiple administrative positions within the organization.

•Ability to handle multiple job responsibilities, set priorities based on business needs, and approach work proactively to maintain a high level of accomplishment.

•Must be able to work as a team, take direction from supervisor(s), keep required work schedules, focus attention on details, and follow safety and work rules.

Must be able to manage additional administrative positions within the organization.

Associate’s degree in Business Administration, Office Administration, or Administrative Assistant.

Preferred Skills

•Certified Administrative Professional.

•Previous chemical, refining, terminal or pipeline industry experience

EQUAL OPPORTUNITY EMPLOYER STATEMENT: We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.