Office Administrator / Billing Specialist

Marine Solutions•Newark, NJ

11h•$25 - $34•Onsite

About The Position

Marine Solutions is currently looking for an Office Administrator / Billing Specialist to join our team in our Newark, New Jersey office. Marine Solutions is a specialized marine engineering and construction firm serving clients in the government (federal, state, local), transportation, energy, industrial, water, and commercial markets. We inspect, design, and build bridges and waterfront infrastructure worldwide that protect and enrich our communities. Our recognition as one of the Best Places to Work in Kentucky for eight consecutive years reflects our unwavering commitment to nurturing and empowering our people. We prioritize personal and professional development, providing opportunities for continuous learning and growth. Collaboration and open communication are at the core of our culture, fostering a supportive and inclusive environment where every individual’s voice is valued. Investing in our employees not only enhances their potential but also contributes to our collective success. We are seeking an in-office, highly motivated, and detail-oriented Office Administrator to provide administrative support to our Newark, New Jersey office, and additional locations.

Requirements

Strong verbal and written communication skills.
Self-starter mindset with initiative and proactive problem-solving skills.
Excellent time management; consistently meets deadlines and manages multiple priorities effectively.
Positive, professional attitude, and strong customer service orientation.
High attention to detail, accuracy, and confidentiality.
Experience supporting multiple departments.
High school diploma or equivalent.
1 year of relevant experience.
Proficient in Microsoft Excel, Microsoft Word, Microsoft Outlook, Microsoft PowerPoint, and Adobe Acrobat.

Nice To Haves

Experience preparing monthly project invoices and processing subcontractor invoices

Responsibilities

Serve as the front desk receptionist: greet visitors, answer and route calls, and provide excellent customer service.
Support employees and visitors with meeting coordination, web-conferencing technology, and general administrative needs.
Assist with preparing, printing, assembling, and shipping submittals and reports.
Partner closely with Project Managers and the Accounting department for monthly project invoicing.
Generate and submit client invoices, review revenue for accuracy, and follow up on accounts receivable to ensure timely payment.
Manage daily mail operations: receive/distribute incoming mail; prepare and coordinate outgoing shipments.
Maintain the appearance and organization of shared office spaces and oversee the ordering of breakroom, office, and building supplies.
Act as the office point of contact for vendor and service appointments (copier service, building maintenance, etc.).
Support company administrative requests, including travel arrangements, meeting setups, meals, clerical tasks, and support center tickets.
Oversee building access and security systems.
Build strong working relationships with office leadership and staff.