Administrative Support Specialist

6 days ago

Houston, Texas, United States Patriot Contract Services Full time
Job Title: Administrative Support Specialist

Patriot Contract Services is a maritime vessel management company with its headquarters located in Concord, CA. We are seeking a highly organized and detail-oriented individual to support our Crewing department in an administrative support role.

This is a hybrid position with work required from our Houston office three days/week. The successful candidate will be responsible for providing administrative support to the Marine Personnel Department, including tracking, qualifying, and vetting personnel and documentation specific to training and travel needs and related reimbursements.

Key Responsibilities:

  • Support all training needs identified by the Crewing Manager and Crewing Coordinators, including arrangements for training facilities, schedules, contacts, and contracts as well as course requirements.
  • Coordinate all logistical aspects required for crew to attend specific locations of training, including ground transportation and lodging.
  • Process training-related invoices and prepare for reimbursement under the prescribed policy, ensuring all training reimbursement is submitted to Accounting in a timely and efficient manner.
  • Maintain training records and certificates of completion as needed.
  • Responsible for processing Drug & Alcohol consent forms, I-9 eligibility, and vessel discharge documentation.
  • Communicate all processed and approved invoices to crew members and/or Union involved, including required documentation/support and clear explanation as to why any costs were deemed non-reimbursable when applicable.
  • Track, monitor, and audit crew training, enabling the ability to forecast and communicate requirements well before expiration dates. Prepare waiver requests when necessary.
  • Submit training reports related to budgeting, weekly training attendance, and status of training reimbursements.
  • Process, monitor, and assist or complete, ManDay reports and sign-on/off reporting requirements, assisting with corrections when needed.
  • Assist with input and maintenance of training and personnel data tracking systems.
  • Assist with other projects as assigned.

Qualifications:

  • A minimum of 1 year of experience in an administrative position or closely related position.
  • Ability to demonstrate administrative, organizational, cooperation, interpersonal, and multi-tasking skills.
  • Ability to respond positively to crew and customers in an effective manner.
  • Proficient in Office 365, Microsoft Word, Excel, One Drive, SharePoint, Concur travel, and other common business system applications.
  • Ability to prioritize tasks and adapt to a changing environment.
  • General understanding of business processes and functions.
  • Understanding and proficiency in general accounting skills.
  • Maritime industry knowledge or prior experience a plus.
  • High school diploma or equivalent work experience.
  • Must have the ability to work overtime and nights or weekends as per workload demands.
  • May require phone calls at night or on weekends as needed.

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