OFFICE ADMINISTRATOR
YOUR COMPASS TO SUCCESS! Next Generation Logistics Companies (NGL) is a trusted maritime transportation, construction, and professional services company providing solutions on both land and sea. Our mission is to become your company of choice by delivering integrity, professionalism, operational excellence, and a commitment to the growth and success of our employees.
Position Overview
Next Generation Logistics is seeking a highly organized, experienced, detail-oriented, and proactive Office Administrator to provide comprehensive administrative and operational support to our corporate team and multiple divisions. This position will report to the Director of Marketing.
The Office Administrator will serve as the company's central resource for administrative and clerical support, coordinating activities between our New Orleans corporate office and Lacombe logistics office. This position works closely with company leadership, department directors, and employees to ensure that daily office operations run efficiently and that important administrative responsibilities are completed accurately and on time.
The ideal candidate is a self-starter with excellent communication and organizational skills, strong computer proficiency, and the ability to manage multiple priorities in a fast-paced business environment. This individual must demonstrate sound judgment, professionalism, discretion, and the ability to take ownership of assignments from beginning to completion.
Duties and Responsibilities
Office Administration & Management Provide daily administrative support to company leadership, department directors, and employees. Coordinate administrative activities between the New Orleans and Lacombe offices. Manage incoming calls, correspondence, filing, document preparation, and general office communications. Prepare, format, and distribute reports, spreadsheets, presentations, meeting agendas, and correspondence. Schedule meetings, coordinate appointments, prepare meeting materials, and record and distribute meeting minutes as needed. Maintain accurate company directories, organizational charts, administrative forms, binders, and reference materials. Maintain a professional, organized, and presentable office environment, including the lobby, conference rooms, and common areas. Records, Documentation & Compliance Support Enter data and maintain accurate records, reports, spreadsheets, and administrative documentation. Maintain company licenses, registrations, permits, and renewal calendars; coordinate submissions and ensure current copies are properly retained. Organize and maintain shared electronic files using consistent folder structures, project names, dates, and document versions. Collect, organize, and maintain project, equipment, rental, vendor, and other company records. Follow up with departments to obtain missing documentation and ensure records are complete and accessible. Maintain office keys, access lists, facility records, and service-provider information. Become familiar with applicable government and business portals and maintain an approved, secure record of company account access information in accordance with company security procedures.
Facilities, Equipment & Vendor Coordination Monitor office supply inventory and coordinate purchasing and replenishment. Serve as the primary administrative contact for office vendors and service providers. Coordinate office cleaning, maintenance, repairs, inspections, and equipment servicing. Coordinate with IT vendors regarding office computers, printers, phones, and other equipment. Track outstanding maintenance and service requests through completion. Prepare outgoing USPS mail, UPS shipments, and other business deliveries. Maintain kitchen and breakroom supplies and ensure common areas remain clean and organized.
Scheduling & Travel Coordination Provide scheduling support to leadership and department directors. Coordinate approved business travel, including flights, lodging, ground transportation, and itineraries. Confirm reservations and communicate schedule changes or travel updates. Assist with visitor arrangements, company meetings, special events, and presentations. Marketing & General Business Support Assist with the preparation, organization, and distribution of company marketing and recruiting materials. Support company presentations, special projects, and administrative initiatives. Conduct basic research and compile information as requested by management. Perform additional administrative duties and special assignments as needed to support company operations.
Qualifications & Skills
Advanced proficiency in Microsoft Office, particularly Word, Excel, Outlook, and PowerPoint. Strong written and verbal communication skills, including the ability to prepare professional business correspondence. Advanced Excel skills, including spreadsheet development, data entry, formatting, and reporting. Strong organizational skills and exceptional attention to detail. Ability to prioritize multiple assignments, manage deadlines, and work independently. Excellent follow-up skills and the ability to take ownership of responsibilities. Professional telephone, email, and interpersonal communication skills. Familiarity with standard office equipment, including printers, scanners, copiers, and fax machines. Ability to handle confidential company information with discretion and professionalism. Must be authorized to work in the United States. Must possess a valid driver's license and reliable transportation to travel between company offices and perform approved business errands. Bilingual communication skills are a plus.
Experience
Three (3) years of office administration or related administrative experience preferred. Experience supporting executives, managers, or multiple departments is a plus. Previous experience with government contracting, construction, maritime, or professional services companies is highly desirable. Experience maintaining business licenses, permits, registrations, and compliance documentation is a plus. Former U.S. military candidates are encouraged to apply!
Education
High School Diploma or equivalent required. Associate's or Bachelor's degree preferred.
What's in It for You?
Next Generation Logistics Companies offers a competitive compensation and benefits package, which may include:
Medical and dental insurance. Vision coverage. Paid holidays. Paid time off (PTO). 401(k) retirement plan with company matching for qualified positions.
Competitive salary commensurate with experience available to qualified candidates.
Additional Employment Requirements
Applicants must be authorized to work in the United States. Employment offers are contingent upon satisfactory completion of a background investigation, reference checks, and required preemployment drug screening.
Next Generation Logistics Companies is an Equal Opportunity Employer. We do not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, nondisqualifying physical or mental disability, national origin, veteran status, or any other basis protected by applicable law. All employment decisions are based on qualifications, merit, and business needs.
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