Marine Operations Administrative Assistant

Summary:  Support Marine Operations department on-site and remote staff with administrative assistance and coordination.

Description:  

Essential Duties and Responsibilities (Include But Not Limited To)

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• Assist Marine Operations Department on-site and remote staff:
• Maintain files of correspondence and other documentation as required
• Coordinate meetings and events, including as necessary: scheduling, agendas, minutes of meetings, booking conference rooms and other facilities, and coordinating presentations
• Manage office supplies
• Draft and revise documents as requested
• Compile and publish Key Performance Indicators (KPIs)
• Assist Safety Manager:
• Format, revise, publish, and file Safety Management System (SMS) documents and records as directed
• Coordinate and support administratively internal and external audit meetings
• Maintain a working knowledge of the Company SMS and assist the Safety Manager to ensure safe working practices are followed on Company ships
• Assist Crewing Manager:
• Complete and submit applications for crew certificates and documents such as: Seaman’s books, Flag State Endorsements, and Rating Certificates
• Track crew certificates expiration dates and facilitate renewals
• Submit Maritime Training Center (MTC) training requests on behalf of crew
• Assist Nautical Operations Manager:
• Filing port reports and other port-related documentation
• Administrative support for advancement training marine crew and staff
• Travel and Vendor Coordination:
• Assist various department managers with coordination of ship visits or other travel for vendors and staff
• Other duties as assigned