Operations Administrative Assistant

Centerline Logistics Corporation • Alameda, CA

1d • Onsite

About The Position

The Leo Marine Services Operations Administrative Assistant works with the operations department to organize all aspects of crew changes.

Requirements

• Maritime industry experience required.
• Proficient with Microsoft Suite (Excel, Work, Outlook, etc)
• Working knowledge of office management theories and practices.
• Ability to get along with office staff and vessel crew members.
• Ability to deal with others using courtesy, tact, and good judgment.
• Maintain the confidentiality of all sensitive communications.
• Ability to understand and execute communications.
• Ability to understand and execute complex oral and written instructions.
• Ability to work independently on assigned tasks with minimal or no guidance.
• Must be able to read, speak, write, type, and understand English in person and over telephone.
• Valid State driver's license.
• Valid TWIC or must obtain within 90 days after hire.

Nice To Haves

• Knowledge of oil transportation industry preferred.

Responsibilities

• Ensures that crew members are booked for travel on the appropriate crew change dates to the correct locations.
• Minimize travel expenses through planning and utilization of any/all available discounts with the Travel department.
• Ensure tugs and barges are properly crewed and operated.
• Maintain a calendar tracking crew member’s time off and ensure the Company has proper crewing.
• Keep crew schedule updated and operations apprised of any fleet needs.
• Assists in scheduling crew changes and calling crewmembers.
• Provide various billing and administrative support for dispatch.
• Assist with the onboarding of new crew members.
• Independently operate the company telephone system. Respond to questions; take messages, route, and screen as appropriate.
• Contact and schedule maintenance and repairs with vendors and sub-contractors for facility issues as needed.
• Monitor timeframes/deadlines for warranty items and regularly scheduled facility maintenance.
• Coordinate day to day operational needs with Operations Manager.
• Receive and distribute daily mail and deliveries to local employees and forward applicable mail and deliveries to HMS Departments.
• Coordinate paperwork filing and distributions to local Human Resources and Accounting needs with Seattle.
• Distribute information to vessels and employees including: notices, newsletters, memos, checks, and other information as directed.
• Manage lobby and conference room organization.
• Ensure the office is sufficiently stocked with appropriate supplies and assist with general office tidiness and cleanup as necessary.
• Assist with lunches and other events including setup and cleanup.
• Compose and deliver purchase orders as needed.
• Maintain the confidentiality of all sensitive communications.
• Other duties as assigned.

Benefits

• The Company offers Medical, Dental, Vision, Life and AD&D options to our employees and their eligible dependents after meeting Company requirements.
• 401(k) options, Disability Insurance, sick pay, vacation pay, 10 paid holidays per calendar year (subject to work schedule) and Healthcare and/or Dependent Care FSAs are also available to our employees after meeting Company requirements.
• All benefits information may be subject to change based on any current or updated benefit plan year changes and/or Collective Bargaining Agreements.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed