Administrative Coordinator

2 days ago

Tacoma WA USA, United States Resolve Marine Full time
Job Summary:

The Administrative Coordinator at Resolve Marine is a key role responsible for providing administrative support to ensure the smooth operation of the office. This position is responsible for directing and executing assignments to maximize customer service and administrative efficiency, guarantee the complete and accurate maintenance of company files and records, and facilitate the efficient operation of the assigned department.

Key Responsibilities:

  • Provide administrative support to the facility, including welcoming and directing visitors and clients.
  • Answer incoming calls, return calls, take precise messages, and direct calls towards respective departments.
  • Assist in maintaining office supplies and equipment, and coordinate the pick-up and delivery of express mail services.
  • Manage employee timesheets and per diems, entering information into Kronos, obtaining proper approvals, and addressing any concerns or issues.
  • Maintain a system for recording expenses and facilitate site petty cash, or any locally driven initiatives related to finance.
  • 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.
  • Send all documentation, including approved pre-invoices, to AP in corporate office for review and creation of 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.
  • 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.
  • Work with or deploy 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.
  • Assist with other related clerical duties such as photocopying, faxing, filing, and collating.

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.

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