Administration Assistant

About B&H Worldwide

The Global Institute of Logistics has named B&H Worldwide as the world’s 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

The Administration Assistant will be responsible for key administration activities support the US operational teams to ensure Best-in-Class service delivery standards are achieved and maintained at all times. In addition, this varied role includes responsibility for maintaining accurate records, managing office supplies, supporting the seamless on-boarding of new team members and assisting in general administrative duties.

Location: Doral, Miami

Reporting line: Head of Operations - USA

Working Pattern: Monday to Friday, 8 hours per day

Key Role Accountabilities:

• Order, receive, and track office supplies.
• Process invoices and reconcile receipts with payment forms.
• Coordinate onboarding and offboarding of employees, including desk setup and equipment returns.
• Support employee engagement initiatives and office events.
• Provide administrative cover for team members when needed.
• Input shipment details and tracking updates into FirstTrac.
• Maintain and update the Flight Monitoring Board.
• Generate data management reports using CargoWise.
• Update Shipamax daily.
• Accurately input costs and monitor airline freight charges in CargoWise.
• Assist in preparing monthly revenue reports.
• Ensure timely invoice processing and payments to agents/suppliers.
• Handle customer billing and monitor outgoing invoices.
• Answer phone calls and direct queries efficiently.
• Support the Head of Operations with office upkeep, supplier management, and staff supplies.
• Manage office, kitchen, and stationery supplies, ensuring adequate stock.
• Coordinate with Marketing on brand merchandise for external events.
• Ensure high office cleanliness standards and arrange periodic deep cleaning.
• Organize property repairs, maintenance, and other facility-related tasks.
• Adhere to health and safety policies and procedures.
• Ensure compliance with company Quality Management System processes.

Your Experience:

• Previous experience in an administrative role within a logistics environment is advantageous.
• Self-motivated with the ability to work independently and under supervision.
• Possess appropriate IT skills.
• Experience handling operational files and overseas debit notes.
• Be persistent, tenacious, and determined to get the job completed correctly the first time.

What We Offer:

• Competitive wages
• 401k with company match
• Health insurance, including dental and vision plans.
• Paid vacation and holidays and an additional day for your birthday.
• Employee Assistance Programme.
• Free on-site parking.
• Opportunity to grow expertise through ongoing coaching, training and development.

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 [email protected]