Office Administrator

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.