Trades Administrative Assistant

2 days ago

Portsmouth, United States International Marine and Industrial Applicators Full time
About the Organization
IMIA,LLC is the only national marine surface preparation painting contractor servicing every U.S. Port with a mobile full time workforce that ensures that a quality product is delivered on time every time. IMIA, LLC has the equipment, seasoned deckplate supervision and mechanics, as well as rigorous corporate safety and quality programs and financial strength to support our customer's preservation needs in a truly superior and comprehensive fashion.

IMIA, LLC offers a comprehensive benefit package to eligible employees. Eligible employees may enroll in:

•Health

•Dental

•Vision

•Life

•LTD

•Accident

•Critical Illness

•401k

Employees and their household members are also eligible to participate in the company's Employee Assistance Program.

Per Diem OR Dislocation Allowance may be provided to eligible employees to reimburse some or all of the cost an employee might be reasonably expected to incur for lodging, meals, and incidental expenses while traveling out of town for work.

EOE Statement
IMIA, LLC is an equal opportunity employer and provides equal employment opportunities (EEO) to all employees regardless of race, color, religion, gender, gender identity or expression, national origin, sexual orientation, age, sex, disability status, marital status, status as a covered veteran, genetics, or any other protected groups under state, federal or local Equal Opportunity Laws. This policy applies to all terms and conditions of employment including but not limited to hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.

Description

JOB TITLE: Trades Administrative Assistant

REPORTS TO: Trades Coordinator

SUMMARY

Responsible for a smooth and efficient onboarding process for all potential employees including ensuring all documents are received timely, coordination with the safety team to set up safety training and required paperwork is submitted to HR. Works with the project leadership to ensure time is input correctly every week and per diem is accurately distributed. Work with temporary talent agencies to fill any resource gaps.

ESSENTIAL DUTIES & RESPONSIBILITIES

Responsibilities also include but are not limited to:
  • Coordinate onboarding, ensure future employees submit all necessary documentation to the correct department.
  • Submit badging requests and keep an up-to-date database of each employee's access and expiration dates.
  • Coordinate new hire training, initial training and refresher training. Maintain records of completion
  • Assist with travel arrangements.
  • Perform travel briefings to include location of muster site, supervisor contact information, parking instructions, IMIA standards and expectations.
  • Coordinate badge pickup.
  • Review weekly time and per diem to ensure accuracy prior to submission to finance.
  • Fill out employee transfer forms.
  • Take meeting minutes.
  • Sends out weekly onboarding progress tracker.
  • Sends out weekly badging expiration reminders.
  • Sends out weekly training reminders.
  • Sends notification to all necessary parties of travelers (names and destinations).
  • Sends employee transfer notifications to necessary superintendents.
  • Other Duties as assigned.
SUPERVISORY RESPONSIBILITY
  • None
KNOWLEDGE, SKILLS, AND ABILITIES
  • Must be able to stay focused in a fast-paced environment.
  • Well organized, tracking multiple moving pieces across the business unit.
  • Good written and verbal communication.
  • Strong computer skills. Proficient in Microsoft products.
  • Must be Dependable, reliable, and accurate.
  • Work well with changing priorities, and under stress.
  • Self-starter who requires little oversight to accomplish their duties.
EDUCATION AND EXPERIENCE
  • 2 years of administration experience.
  • 1 year experience in the maritime industry.
WORKING CONDITIONS
  • Work is primarily performed in an office environment. Occasional visits to industrial work sites, or shipyards may be required. Occasional walking, standing, sitting, crouching, climbing, or crawling may be required. When required Personal Protective Equipment must be worn 9i.e. steel toes boots, hardhats, and eye-protection).
  • Occasional travel may be required.
EQUIPMENT USED
  • Computer, telephone, fax machine, copy machine, adding machine, scanner, computerized project resource management and tracking software.
REASONABLE ACCOMMODATIONS
  • May be made to enable qualified individuals with disabilities to perform essential job functions.


Location
Portsmouth, VA

Salary Range

Exempt/Non-Exempt
Non-Exempt

This position is currently accepting applications.

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