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Administrative Assistant

2 months ago

Jacksonville, United States Underwater Mechanix UMX Full time
Job DescriptionJob DescriptionSalary: Starting at $25/hr

Location: Jacksonville, FL 

 

About Us: UMX is a leading provider of marine construction services specializing in commercial diving. With over 10 years of experience, we have built a reputation for excellence in delivering high-quality projects on time and within budget. 

 

Job Description: We are seeking a dynamic and organized Project Administrative Assistant to join our team and support the Operations Manager in successfully executing our marine construction projects. The ideal candidate will have 1-2 years of administrative experience, preferably in a project-based environment. 

 

Responsibilities: 

 

  1. Documentation Management: 
  • Organize and maintain project documents, including contracts, permits, drawings, and correspondence. 
  • Create and update filing systems both electronically and in hard copy for easy access by team members. 
  • Ensure all documents are accurately labeled, filed, and stored securely. 
  1. Communication Coordination: 
  • Manage incoming and outgoing communications such as emails, phone calls, and written correspondence. 
  • Distribute project-related information to appropriate team members and stakeholders. 
  • Schedule and coordinate meetings, including preparing agendas and taking meeting minutes. 
  1. Data Entry and Reporting: 
  • Enter project data into relevant software systems or spreadsheets accurately and in a timely manner. 
  • Assist in preparing regular reports on project progress, budget updates, and other key metrics. 
  • Conduct data analysis and quality checks to ensure data integrity. 
  1. Procurement Support: 
  • Assist in procurement activities such as obtaining quotes, processing purchase orders, and tracking deliveries. 
  • Maintain records of vendor contracts, invoices, and payments. 
  • Communicate with vendors regarding orders, deliveries, and any issues that arise. 
  1. Administrative Support: 
  • Provide general administrative support to project managers and team members, such as scheduling appointments, making travel arrangements, and preparing expense reports. 
  • Help maintain project calendars, deadlines, and milestones. 
  • Coordinate with other departments or external parties as needed for project-related tasks. 
  1. Quality Assurance: 
  • Assist in maintaining quality assurance documentation and processes as required by project specifications or regulatory standards. 
  • Participate in quality control checks and inspections, recording and reporting findings as necessary. 
  1. Safety and Compliance Documentation: 
    • Assist in maintaining safety documentation, such as safety reports, training records, and incident reports. 
    • Ensure compliance with safety regulations and protocols, flagging any concerns to appropriate personnel. 
  1. Record Keeping and Archiving: 
  • Ensure accurate and up-to-date records of project activities, decisions, and changes. 
  • Support archiving processes for completed projects, including organizing final documentation and files for easy retrieval. 

 

Qualifications: 

  • Minimum of 1-2 years of administrative experience, preferably in a project-based environment. 
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. 
  • Strong organizational and time management skills with the ability to prioritize tasks effectively. 
  • Excellent communication skills, both written and verbal. 
  • Attention to detail and accuracy in work. 
  • Ability to work effectively both independently and as part of a team. 
  • Knowledge of marine construction industry practices and terminology (preferred but not required). 


Education: 

  • High school diploma or equivalent required. Additional education or training in administration or project management is a plus. 


BENEFITS:

  • Medical
  • Dental
  • Vision
  • Life and AD&D Insurance
  • Short Term Disability
  • Long Term Disability
  • 401(k) with Employer Match


Equal Opportunity Employer. Employment opportunities are based upon one's qualifications and capabilities to perform the essential functions of a particular job.


All employment opportunities are provided without regard to race, religion, sex, pregnancy, childbirth or related medical conditions, national origin, age, veteran status, disability, genetic information, or any other characteristic protected by law.


This Equal Employment Opportunity policy governs all aspects of employment, including, but not limited to, recruitment, hiring, selection, job assignment, promotions, transfers, compensation, discipline, termination, layoff, access to benefits and training, and all other conditions and privileges of employment.