Operations Administrative Assistant

Operations Administrative Assistant

Location:  Aeropuerto Internacional Luis Muñoz Marín (SJU), Puerto Rico 

Position Summary

At World Fuel the Operations Administrative Assistant plays a key role in supporting daily operational activities and ensuring seamless coordination across the Operations team. This position supports scheduling, driver coordination, documentation, compliance tracking, and reporting. The ideal candidate is highly organized, detail‑oriented, and thrives in a fast‑paced, safety‑focused operations environment.

Key Responsibilities

Operations & Administrative Support

• Provide daily administrative support to the Operations Manager and operations staff.
• Prepare, review, and maintain key operational documents, including delivery schedules, airport IDs, and fuel reconciliation reports.
• Assist in coordinating fuel deliveries, driver schedules, and maintenance/service appointments.
• Monitor and update operational logs, spreadsheets, and internal systems related to fuel inventory, routes, and customer accounts.
• Verify and input timekeeping records, attendance, and absences.
• Support internal events such as trainings, employee engagement activities, and communications.

Communication & Coordination

• Serve as a central point of contact between operations and internal teams.
• Answer phone calls and respond to emails related to delivery schedules, service issues, or documentation inquiries.
• Act as the main communication contact for drivers regarding schedules, documentation needs, and follow-ups.

Compliance & Recordkeeping

• Maintain accurate and organized files related to DOT, safety, environmental, and regulatory compliance.
• Assist with tracking certifications, inspections, training renewals, and operational permits.
• Ensure all documentation meets company policies and regulatory requirements.

Reporting & Data Management

• Enter and validate data related to fuel deliveries, inventory, and usage.
• Prepare routine operational reports for leadership review.
• Identify discrepancies and escalate issues for timely resolution.

General Office Support

• Manage office supply inventory and support administrative projects.
• Assist with onboarding activities for new hires.
• Support audits and internal compliance reviews.
• Perform other duties as assigned to enhance operational efficiency.

Additional Responsibilities

• Prepare driver performance reports (speeding, sudden stops, etc.).
• Maintain up-to-date driver documentation (licenses, medical certifications, endorsements).
• Coordinate compliance requirements including medical evaluations, HAZMAT, and Defensive Driving certifications.

Qualifications

• 1–2 years of experience in operations administration or a similar role.
• Strong proficiency in Microsoft Excel, Word, and other computer systems.
• English proficiency (oral and written) required; bilingual English/Spanish preferred.
• Strong organizational skills, attention to detail, and the ability to work in a fast-paced environment.
• Excellent communication skills and a customer service mindset.

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