Terminal Operations Assistant

POSITION TITLE: Terminal Operations Assistant
COMPANY: Asphalt Hawai'i
REPORTS TO: Terminal Operations Manager
STATUS: Non-Exempt, Non-Union

PRINCIPAL DUTIES

1. Assists in compiling and producing various reports as requested by the Operations Manager.

• Prepare and submit FIFO Spreadsheet every month
• Create weekly Asphalt Sales report for Terminal Manager and distribute to GP/Glover Stake holders
• Provide inventory reports monthly and yearly for accounting

Maintains a variety of records which may include quality control, inventory, and equipment data, that can be retrieved in a timely and easily accessible manner in accordance with company policy

• Maintains Equipment records containing repair/replace history, Manufacturer's data, and "as built drawings"
• Provide inventory controls on Raw product needed for PMA mix, and spare parts list for Critical Equipment
• Maintain files containing terminal checklist required as part of the Terminal Operations Manual and Spill Prevention Control Countermeasure Plan

Coordinates various agency regulatory compliance drills, audits and permits required to keep terminal operational.

• Perform Quarterly Security Drill – for Coast Guard
• Perform Quarterly Notification Drill - for Coast Guard
• Coordinate Security Audit yearly (with Penco)
• Maintain permits and track compliance due dates of the six "State Permit to Operate" Equipment
• Renew the Terminal Operator Certificates for operating the load rack (Calibrate, Alignment and Service)
• Coordinate Spill Training (every 3 years)
• Environmental review training for state environment audit.
• Maintain state and federal permits with GP environmental/safety department
• Assist in the process of the renewal of the Facility Security Plan, Facility Response Plan and the OPS Manual (every 5 years)

Provides support with Payroll and Accounting tasks for the terminal

• Create and receive all PO's for GLP

• Submit Payroll timesheets weekly in Vista
• Prepare and submit End of month and year end Inventory sheets
• Submit Inventory in Vista (Diesel and PMA quantities)

Perform various clerical tasks to support Terminal operations

• Purchase and maintain office supply

• Coordinate TWIC card renewal for GLP personnel
• Answers all GLP phone calls (main line)
• Sending out asphalt samples to the Lab for Specification sheets as needed
• Keep Contracts updated with terminal related service providers
• Operates office equipment to make copies and print production packets
• Renew Trade name every 5 years for GLP Asphalt, LLC (next due 2023)

Provide Support for Asphalt Cargo Shipments

• Provide Communications with all contractors involved in the unloading of the ship
• Prepare all necessary legal documents and paperwork prior to the arrival of the Asphalt Vessel

Promotes awareness of and follows Company and general safety policies.

• Schedule and participate in Weekly Terminal Safety Toolbox talk and document for EHS
• Coordinate Respirator Fit Tests, First Aid and Forklift training for all GLP workers

Exhibits a core understanding of mutual respect and good customer service orientation in interactions with all people in the workplace. Establish and maintain effective working relationships with others outside of the direct work group Prioritizing own work to ensure timely completion of tasks Performs other duties as assigned by Terminal Manager

PRINCIPAL REQUIREMENTS

Education/Experience: Some college preferred in Administrative, Clerical, or Accounting. Minimum of 3 years office experience, preferably in accounting and clerical.

Computer Skills: Working knowledge of Word, Excel, Email; aptitude to learn accounting and scaling systems (VISTA/LIBRA); keyboarding skills sufficient to complete daily tasks in a timely manner. 10-key by touch.

Communication Demands: Must be able to professionally interact with terminal personnel, customers, state and federal agencies and other departmental personnel daily.

Mental & Physical Demands: Able to work independently and meet strict deadlines. Must be able to lift, push, pull up to 25lbs. Walk and Climb stairs in the Terminal.

Licenses: Valid Hawaii driver's license and favorable traffic abstract.

EOE / M / F / Vet / Disabled / AAP

Current Openings for Terminal Operations Assistant Jobs at Grace Pacific LLC