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Administrative Support Specialist

2 months ago

Dulles, United States Ryde Technologies, LLC Full time
Job Description

General Overview:

The Administrative Support Specialist plays a crucial role in providing clerical and organizational assistance to the Quality, Training, and Investigations Division. This position primarily focuses on facilitating marine casualty investigations by offering administrative support to the Director of Marine Investigations and the Investigations Department. Additionally, the role involves collaboration with various departments within Headquarters, Regional Offices, maritime partners, clients, and field investigators to ensure the accurate documentation required for investigative tasks.

Key Responsibilities:

  • Assist in the organization of inquiries into marine incidents and potential breaches of Maritime Laws, regulations, and International Conventions relevant to Liberia.
  • Support the preparation and submission of necessary reports to the IMO database for the Marine Investigations department.
  • Help schedule and create work orders for Investigator assignments using the Waypoint system.
  • Prepare and send tax letters, as well as death and birth certificates, and generate invoices for direct billing.
  • Maintain an updated list of qualified casualty investigators.
  • Coordinate training assignments and personnel development for marine casualty investigations.
  • Update the marine casualty investigator evaluation and oversight database.
  • Assist in the preparation of records, correspondence, and reports.
  • Maintain data and capture relevant content during departmental meetings.
  • Monitor communications with regional offices, clients, and ship managers to ensure timely and accurate responses to inquiries.
  • Assist in the procurement and distribution of departmental supplies.
  • Participate in Quality Program initiatives and processes.
  • Help maintain information technology platforms (e.g., SharePoint, Learning Management System, Waypoint).
  • Provide administrative support to the Quality and Training departments, offering backup assistance to other staff as needed.
  • Assist with additional duties and projects as assigned by supervisors and executive leadership.

Qualifications:

  • High School diploma or GED is required.
  • A minimum of one year of administrative experience is necessary; additional formal secretarial and clerical training is preferred.
  • Experience in the Maritime Industry is advantageous.

Skills and Competencies:

  • Proficient in Microsoft Office applications.
  • Familiarity with general office equipment and data entry techniques in computer databases.
  • Ability to organize, prioritize tasks, and meet deadlines effectively.
  • Strong interpersonal and communication skills.
  • Excellent command of English grammar and composition.
  • Ability to work collaboratively in a team environment while also demonstrating initiative to enhance existing systems and procedures.
  • Capable of lifting approximately 15 – 20 lbs.

EEO Compliance:

Ryde Technologies, LLC is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Ryde Technologies will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law.