Resolve Marine
Administrative Assistant - PNW
Resolve Marine, Tacoma, Washington, United States, 98421
Description
Position Summary:
The Administrative Coordinator at Resolve Marine is a professional administrative position responsible for directing and executing assignments to maximize customer service and administrative efficiency, guarantee the smooth flow of documents through the office, and maintain complete and accurate company files and records. The Administrative Coordinator facilitates the efficient operation of the assigned department by performing a variety of clerical, administrative, and financial tasks for Alaska Projects and the Dutch Harbor facility.
The Administrative Coordinator is responsible for using established office management practices and Resolve Marine standard methods to supervise and carry out general administrative functions, responsibilities, and duties. This position reports to the Facility Manager.
Position Responsibilities:
• Responsible for administrative support tasks for the facility, including welcoming and directing visitors and clients.
• Responsible for answering incoming calls, returning calls, taking precise messages, and directing calls towards respective departments.
• Assists maintaining office supplies and maintenance of office equipment, and coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Manage employee timesheets and per diems on a regular basis. Enters information into Kronos, obtains proper approvals, and addresses any concerns or issues.
• Maintains a system for recording expenses and facilitates site petty cash, or any locally driven initiatives related to finance. Manage controlled stock items such as WIFI cards, gas cards, grocery cards, company apparel and safety equipment.
• Review pre-invoice and check job folder for all required back-up documentation, including purchase orders, third party/subcontractor invoices, material and equipment sheets, pre-billing labor report. Email purchasing department for PO Report, and Accounts Payable department for Job Cost Report.
• Send all documentation including approved pre-invoices to AP in corporate office in order to review and create invoices for vendors.
• Send weekly job summary and work-in-progress reports to Regional Manager and Facility Manager.
• Responsible for submitting project/job detail in the Project Pipeline and communicating information, such as project/job ID and project team updating. Verify all customer billing information is current. Create new job folders and forms within SharePoint and communicate information to main corporate headquarters.
• Maintain master project job list with all new jobs, close out dates, final invoicing dates, and total price for job. Ensure payments are received in a timely fashion, communicate, and upload documents accordingly into project/job folders.
• Maintain aged invoice list and contact clients for past due payments as required.
• Works with, or deploys as Project Coordinator (sometimes offsite and in remote areas) to track costs, provide logistical and supply support, maintain job logs, payroll and documentation, and maintain voice/ email communication with the Facility, Regional, and Corporate offices as required.
• Assists with other related clerical duties such as photocopying, faxing, filing and collating.
• Other duties as assigned.
Position Requirements:
• Associate Degree or higher in Business Administration or another related field is required, or equivalent experience.
• Three-five years of office experience performing administrative/support function.
• Must be an independent thinker with the ability to work well, and as a part of a team.
• Valid Driver's License, as driving a company vehicle may be required.
• TWIC, or ability to obtain.
• Computer Skills: Microsoft Office Suite with primary focus on - Excel intermediate/advanced level, Word intermediate/advanced level, and PowerPoint data entry.
ADA Requirements:
?
Sit or Stand
?
Climb (stairs/ladders) or
balance
?
See
?
Walk
?
Stoop, kneel, crouch, or
crawl
?
Taste/Smell
?
Use Hands/Fingers to
handle or feel
?
Talk/hear
?
Carry weight, lift
___25__ lbs.
?
Exposure to work (Outside
weather, fumes, etc.);
Please list: weather in shipyard, minor exposure to typical fumes in shipyard when passing through (for brief periods only)
Travel Requirement:
Up to 10% travel is required. If additional, travel is required beyond the specified amount, based on the operational demand, you will be notified accordingly, in order for arrangements to be made.
What We're Looking For:
At Resolve Marine, your attitude matters as much as how good you are at what you do. We look for people to bring their very best, positive attitude and resiliency. We strive to be the best in the industry, but we aspire for the best working culture that our employees can ask for. Our people, whether on our vessels or in the office, always work to look ahead, be mindful of safety, the environment, and respecting one another, because enjoying where you work and who we work with is what delivers success in everything we do.
I acknowledge that I have read, understand, and meet the minimum qualifications of the position outlined in the job description and will perform to the best of my abilities to meet the expectations of the role.
I also understand that this position is subject to a successful background and drug screening (where country applicable laws apply), as well as random drug testing procedures post-employment.
Position Summary:
The Administrative Coordinator at Resolve Marine is a professional administrative position responsible for directing and executing assignments to maximize customer service and administrative efficiency, guarantee the smooth flow of documents through the office, and maintain complete and accurate company files and records. The Administrative Coordinator facilitates the efficient operation of the assigned department by performing a variety of clerical, administrative, and financial tasks for Alaska Projects and the Dutch Harbor facility.
The Administrative Coordinator is responsible for using established office management practices and Resolve Marine standard methods to supervise and carry out general administrative functions, responsibilities, and duties. This position reports to the Facility Manager.
Position Responsibilities:
• Responsible for administrative support tasks for the facility, including welcoming and directing visitors and clients.
• Responsible for answering incoming calls, returning calls, taking precise messages, and directing calls towards respective departments.
• Assists maintaining office supplies and maintenance of office equipment, and coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Manage employee timesheets and per diems on a regular basis. Enters information into Kronos, obtains proper approvals, and addresses any concerns or issues.
• Maintains a system for recording expenses and facilitates site petty cash, or any locally driven initiatives related to finance. Manage controlled stock items such as WIFI cards, gas cards, grocery cards, company apparel and safety equipment.
• Review pre-invoice and check job folder for all required back-up documentation, including purchase orders, third party/subcontractor invoices, material and equipment sheets, pre-billing labor report. Email purchasing department for PO Report, and Accounts Payable department for Job Cost Report.
• Send all documentation including approved pre-invoices to AP in corporate office in order to review and create invoices for vendors.
• Send weekly job summary and work-in-progress reports to Regional Manager and Facility Manager.
• Responsible for submitting project/job detail in the Project Pipeline and communicating information, such as project/job ID and project team updating. Verify all customer billing information is current. Create new job folders and forms within SharePoint and communicate information to main corporate headquarters.
• Maintain master project job list with all new jobs, close out dates, final invoicing dates, and total price for job. Ensure payments are received in a timely fashion, communicate, and upload documents accordingly into project/job folders.
• Maintain aged invoice list and contact clients for past due payments as required.
• Works with, or deploys as Project Coordinator (sometimes offsite and in remote areas) to track costs, provide logistical and supply support, maintain job logs, payroll and documentation, and maintain voice/ email communication with the Facility, Regional, and Corporate offices as required.
• Assists with other related clerical duties such as photocopying, faxing, filing and collating.
• Other duties as assigned.
Position Requirements:
• Associate Degree or higher in Business Administration or another related field is required, or equivalent experience.
• Three-five years of office experience performing administrative/support function.
• Must be an independent thinker with the ability to work well, and as a part of a team.
• Valid Driver's License, as driving a company vehicle may be required.
• TWIC, or ability to obtain.
• Computer Skills: Microsoft Office Suite with primary focus on - Excel intermediate/advanced level, Word intermediate/advanced level, and PowerPoint data entry.
ADA Requirements:
?
Sit or Stand
?
Climb (stairs/ladders) or
balance
?
See
?
Walk
?
Stoop, kneel, crouch, or
crawl
?
Taste/Smell
?
Use Hands/Fingers to
handle or feel
?
Talk/hear
?
Carry weight, lift
___25__ lbs.
?
Exposure to work (Outside
weather, fumes, etc.);
Please list: weather in shipyard, minor exposure to typical fumes in shipyard when passing through (for brief periods only)
Travel Requirement:
Up to 10% travel is required. If additional, travel is required beyond the specified amount, based on the operational demand, you will be notified accordingly, in order for arrangements to be made.
What We're Looking For:
At Resolve Marine, your attitude matters as much as how good you are at what you do. We look for people to bring their very best, positive attitude and resiliency. We strive to be the best in the industry, but we aspire for the best working culture that our employees can ask for. Our people, whether on our vessels or in the office, always work to look ahead, be mindful of safety, the environment, and respecting one another, because enjoying where you work and who we work with is what delivers success in everything we do.
I acknowledge that I have read, understand, and meet the minimum qualifications of the position outlined in the job description and will perform to the best of my abilities to meet the expectations of the role.
I also understand that this position is subject to a successful background and drug screening (where country applicable laws apply), as well as random drug testing procedures post-employment.