Administrative Assistant

This position serves as a vital team member in assisting all departments with procedure updates and maintenance. The position manages the PSM program. The position is the central focus point for all regulatory audits. Additionally, this position assures all training is tracked, completed and documented. The position works closely with the corporate office to assure governmental reporting is completed.

Responsibilities

- Coordinate and maintain the facility’s Quality Management System.

- Coordinate and maintain regulatory programs (e.g., Process Safety Management and Risk Management Program).

- Assure appropriate OSHA recording and reporting.

- Assist in developing, administering, and recording employee training programs.

- Perform periodic office administrative duties.

- Assist with management of personnel uniform program and personal protective equipment (PPE) assignment to employees.

- Other duties as assigned by the Terminal Manager.

Education and Experience

- High School Diploma or equivalent

- TWIC (Transportation Workers Identification Credentials) for access to IMTT’s terminal locations.

- Experience with filing, general office duties, and administration of quality, regulatory, and personnel programs

- Experience with computer-based training and reporting software

Skills and Abilities

- Clear and concise written and verbal communication skills in the English language.

- Ability to understand and communicate in written and verbal communication in the English language.

- Ability to make decisions in a variable environment and communicate effectively across all terminal departments

- Proficient in Microsoft Office Suite and other commonly used office software; strong typing and excellent computer skills

- Coordinates with Facility Directors.

- Professional training and/or experience in general office administration, including commonly used office software.

- Capable of participating in the terminal emergency response organization.

- Professional safety training.

Hours of Work

- Typical hours of operation are Monday through Friday 8:00 am to 5:00 pm.

- This position requires overtime and occasional weekend work as job duties demand.

- Occasional travel may be necessary, sometimes with little or no advance notice.

Physical and Environmental Demand

- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

- This job operates in a professional office environment but can be an outside environment if necessary. This role routinely uses standard office equipment such as laptop computers and smartphones

- While performing the duties of this job, the employee is regularly required to talk or hear.

- The large scale of the operation and the extensive layout of the facility require that the labor force have good physical fitness, including but not limited to, the ability to walk through uneven terrain and to climb stairs and ladders. Furthermore, because the facility and adjoining facilities handle hazardous materials, the labor force must be able to evacuate quickly from any location of the facility without assistance in an emergency.

- Capable of wearing respirator and/or other PPE at required locations or during emergencies.

- This is largely a sedentary role; however, some filing is required. This would require the ability to lift up to 25 pounds, bend, stand, or stoop, as necessary.

This job description is intended to describe the general nature and level of the work being performed. This is not an exhaustive list of all duties and responsibilities. The company reserves the right to amend and change responsibilities to meet business and organizational needs as necessary with or without notice.

IMTT is an equal opportunity employer Minority/Female/Disabled/Veteran and a drug free workplace. We exercise high ethical standards and are committed to complying with all laws in the jurisdiction where we conduct business. Our internal policies and procedures support this commitment.

If you like working with happy, enthusiastic over-achievers, you'll enjoy your career with us!