Business Services Generalist

TOTE Resources LLC•Tacoma, WA

1d•$55,000 - $71,000•Hybrid

About The Position

TOTE Maritime Alaska is a leader in transportation, shipping, logistics, and maritime operations, delivering safe and reliable service between Alaska and the Lower 48. We are committed to operational excellence, employee engagement, safety, and exceptional customer service. We are seeking a highly organized and customer-focused Business Services Generalist to support facility operations, security administration, vendor management, employee engagement programs, and administrative operations across our Tacoma locations.

Requirements

Associate Degree in Business Administration or related field, or equivalent experience.
Minimum 5 years of experience in: Office Management, Executive Administration, Facilities Management, Facilities Coordination, Administrative Services, Business Operations Support.
Strong organizational, planning, and multitasking skills.
Ability to manage competing priorities in a fast-paced environment.
Exceptional attention to detail and accuracy.
Strong customer service and interpersonal skills.
Excellent written and verbal communication skills.
Ability to maintain confidentiality and handle sensitive information.
Professional demeanor when interacting with employees, vendors, contractors, and leadership.
Strong problem-solving, project coordination, and administrative support skills.
Flexible and adaptable with changing business needs.
Proficiency with: Microsoft Excel, Microsoft Outlook, Microsoft Word, Microsoft PowerPoint, Windows Operating Systems, Office Technology Systems, Data Entry, Budget Tracking, Invoice Processing, Administrative Software Applications.

Nice To Haves

Facilities Operations
Vendor Management
Office Administration
Employee Engagement Programs
Budget Administration
Invoice Processing
Security Badge Administration
Human Resources Support
Training Coordination
Employee Onboarding

Responsibilities

Serve as Assistant Security Officer and support facility security operations.
Maintain security records, documentation, and compliance requirements.
Administer terminal and facility badge systems.
Support regulatory inspections and maintain compliance with company security plans.
Maintain facility and employee security clearances for Department of Defense audits.
Assist with key control, access management, and security procedures.
Coordinate facility maintenance, repairs, and building operations for the Tacoma Terminal and 909 Building.
Manage vendor relationships, scheduling, communications, and project coordination.
Monitor contractor performance to ensure projects are completed on time and within budget.
Oversee janitorial services, landscaping, vending, and facility-related contracts.
Assist with administration of the Port Maintenance Program and maintenance-related grants.
Manage office supplies, furniture, refreshments, plants, and general workplace services.
Manage conference rooms, meeting logistics, calendars, catering, and scheduling.
Review, process, and approve invoices while maintaining budget accuracy.
Maintain organizational charts, records, and administrative documentation.
Provide analytical support and project coordination for departmental initiatives.
Serve as content editor for TOTE Central and other company intranet platforms.
Administer employee recognition programs, gift cards, reward programs, and employee discounts.
Provide front desk, reception, and visitor support as needed.
Coordinate new employee onboarding and schedule ship tours.
Facilitate the Getting Underway with SLT program with senior leadership.
Support employee engagement initiatives, service awards, retirement celebrations, and company events.
Partner with Human Resources on employee engagement, communication, and workplace culture initiatives.
Assist employees with office resources, safety materials, and workplace support.
Coordinate and schedule training programs, including HAZWOPER, Security Training, Stormwater Training, Hazardous Materials Training, Emergency Response Training, First Aid / CPR / AED Certification, Terminal Safety Programs, and Facility Safety Programs.