Administrative Project Assistant

TOTE Resources LLC•Philadelphia, PA

10d

About The Position

Are you ready to join an industry leading organization that is committed to maritime safety, innovation, and operational excellence? TOTE Services, a leading U.S.-based company specializing in vessel construction management (VCM), technical consulting, and ship management, is seeking talented individuals to join our growing and dynamic team. If you are passionate about addressing our nation’s most challenging maritime issues, working in a fast-paced environment, and helping shape the future of our domestic maritime industry, we want to hear from you! At TOTE Services, we value hard work, integrity, and dedication to superior service for our customers. Our employees enjoy broad training programs for professional development and exciting opportunities for career advancement. We recognize that maintaining a healthy work-life balance is essential to the long-term success and happiness of our employees TOTE Services is seeking a qualified individual to serve as an Administrative Project Assistant supporting the Vessel Construction Management (VCM) Project Team. This role will assist the team in meeting its planning and management objectives by managing and controlling contract documents, supporting project communications, and providing administrative support to all team members. Apply today to become part of TOTE Services’ vision to be the world’s most valued maritime vessel construction manager.

Requirements

High school diploma or equivalent required. 3 to 5 years of administrative experience in an office environment preferred.
Must be eligible to possess DOD SECRET security clearance.
Excellent organizational skills and attention to detail
Proficiency in the Microsoft Office Suite Programs including SharePoint.
Superior oral communication skills and exceptional written skills, with the ability to draft and edit a wide variety of materials for different stakeholders.
Ability to effectively coordinate multiple projects in various stages of completion that may vary in nature and scope.
Ability to organize, manage, and coordinate their administrative work within a shipyard project team environment.
Ability to prepare and interpret schedules, charts, and management plans.
Ability to establish and maintain effective working relationships with internal/external business partners.
Ability to evaluate process effectiveness and develop changes or alternatives.
Ability to assist preparation, monitor and administer budgets.
Ability to multitask and occasionally work within critical time constraints
Ability to work independently and under limited supervision

Responsibilities

Promote the TOTE Services safety culture and adhere to all safety guidelines. Make safety a priority in everything we do and seek opportunities for continuous improvement.
Receive, organize, and streamline project communications to support required deliverable submissions for contract compliance.
Schedule and facilitate regular meetings between key stakeholders. This may require the candidate to create meeting agendas, PowerPoint Presentations, and capture/distribute detailed meeting minutes and action items.
Provide organizational and administrative support to the VCM Team in achieving program goals, which include reviewing, improving, and potentially developing internal processes to support VCM activities and other administrative functions.
Assists in developing work products such as, status reports, meeting materials, schedules, trackers, and other program deliverables in support of contract requirements.
Provide superior record keeping and documentation control to promote the retention and organization of program documents.
Assist with coordinating of shipyard tours for visitors, subcontractors and U.S. Government officials.
Undertake other relevant duties and projects as appropriate to support the Shipbuilding Program.

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