Administrative Assistant Job at TalentSource in San Diego

About the job Administrative Assistant

As an Administrative Assistant at Talent Source, you will provide vital support to the administrative functions within the shipyard environment. Below are the key responsibilities and requirements for this position:

Responsibilities:

• Provide administrative support to shipyard managers, supervisors, and team members, including scheduling appointments, managing calendars, and coordinating meetings and conferences.
• Prepare and distribute correspondence, reports, memos, and other documents, ensuring accuracy and adherence to company standards and formatting guidelines.
• Maintain and update electronic and paper filing systems, including organizing and archiving documents, records, and data for easy retrieval and reference.
• Answer and screen phone calls, greet visitors, and respond to inquiries in a professional and courteous manner, redirecting as appropriate to ensure timely resolution.
• Assist with procurement activities, such as ordering office supplies, equipment, and materials, and tracking inventory levels to ensure availability and replenishment as needed.
• Coordinate travel arrangements and accommodations for shipyard personnel, including booking flights, hotels, and transportation, and preparing travel itineraries and expense reports.
• Assist with employee onboarding and orientation activities, including preparing new hire paperwork, setting up workstations, and facilitating training sessions.
• Assist with payroll processing, timekeeping, and attendance tracking, ensuring accuracy and compliance with company policies and regulations.
• Assist with special projects and events, such as company meetings, training sessions, and employee appreciation activities, by providing logistical support and coordination as needed.
• Maintain confidentiality of sensitive information and documents, such as personnel records, financial data, and proprietary information, in accordance with company policies and regulations.

Requirements:

• Previous experience as an administrative assistant or office clerk, preferably in a shipyard or maritime environment.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, and ability to learn and adapt to new software systems and tools.
• Strong organizational and time management skills, with the ability to prioritize tasks, manage multiple projects concurrently, and meet deadlines in a fast-paced environment.
• Excellent communication and interpersonal skills, with the ability to interact professionally and effectively with colleagues, clients, and vendors.
• Detail-oriented and reliable, with a high degree of accuracy in data entry, document preparation, and record-keeping tasks.
• Ability to work independently with minimal supervision and as part of a team, demonstrating initiative, flexibility, and a positive attitude.
• Associate degree or certificate in business administration, office management, or a related field preferred but not required.
• Bilingual proficiency in English and Spanish is a plus.

If you are a motivated and detail-oriented individual with strong administrative skills, we encourage you to apply for the Administrative Assistant position at Talent Source. Join our team and play a vital role in supporting shipyard operations through efficient and effective administrative support. Apply now and be part of our commitment to excellence in maritime operations!