Office Coordinator - Marine Division

Colonial Group, Inc.•Savannah, GA

7d•Onsite

About The Position

Colonial Oil Industries, Inc. (COI) is one of the largest independent oil companies in the Southeast and has been serving the region since 1921. With strategic ocean terminals in Savannah, GA, Charleston, SC, and Jacksonville, FL, along with numerous terminals along the Colonial and Plantation Pipeline, COI has an extensive network to supply gasoline and diesel fuel to the Southeast. Colonial Oil, Inc. is a wholly-owned subsidiary of Colonial Group, Inc. POSITION SUMMARY Office Coordinator - Marine Division will be responsible for providing administrative support to ensure the efficient operation of the office while coordinating division meetings, events, and activities. We are seeking a highly organized, detail-oriented professional with excellent communication skills and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will assist management by handling administrative tasks, coordinating schedules and event logistics, and providing courteous and professional support via phone, mail, and email. To be successful in this role, candidates must demonstrate exceptional organizational and time management skills, attention to detail, accuracy in handling diverse responsibilities, and a positive, customer-focused approach as a valued member of the Marine Division team.

Requirements

A high school diploma or GED certificate is required.
Must have good grammar and math skills.
Must have excellent organizational and communication skills.
Must be sufficiently knowledgeable in the use of Microsoft Office Products (Word, Excel, especially PowerPoint) and Adobe Acrobat.
Must be capable of learning specialized computer software as needed.
Must be able to work for multiple personnel and maintain a professional interface with outside consultants and other industry officials.
Must be able to assist with multiple projects simultaneously.
Applicant may be subject to environmental conditions such as cold, heat, exposure to noise, hazards, and confined spaces/close quarters. Applicant must be aware of work environment at all times.
The employee must be able to occasionally lift and/or move up to 50 pounds.
Hiring is contingent upon eligibility to work in the United States.

Nice To Haves

A degree in Business Administration or 1-3 years of relevant experience preferred.

Responsibilities

Handle general office tasks such as filing and data entry.
Manage CIP Accounts for Accounting.
Manage all Purchasing Expenses & Submissions in Concur
Plan and manage all Department events, including but not limited to, Quarterly Meetings, Special Events, Recognition Ceremonies, and Holiday gatherings.
Order Employee Uniforms.
Manage Payment Schedule for Colonial Oil and Colonial Towing business permits and licenses to remain compliant.
Prepare and Submit US Coast Guard Applications for Crew Members.
Prepare and Process Purchase Orders to Subcontractors.
Review and Submit Labor Hours and Time in Dayforce.
Coordinate weekly Colonial Towing workshops for the crews.
Assist in obtaining invoices from vendors for A/P.
Assist in following up on outstanding A/R payments.
Keep records of approved invoices and assist in processing invoices for payment for A/P and month end reconciliation.
Maintain Current Organizational Charts for the Department.
Order Supplies for the department, as needed.
Other Duties as required.