Administrative Assistant-Weeks Marine-NJ
About The Position
Weeks Marine is seeking a highly organized and detail-oriented Safety & Quality Administrator to support its Safety and Quality teams through administration, reporting, system management, and SharePoint portal maintenance. The role helps ensure safety programs, reporting systems, training platforms, and company portals remain accurate, current, and effective. It is an in-office position in Cranford, New Jersey, with daily attendance required. The role maintains Safety and Quality SharePoint portals and sites; manages document libraries, permissions, workflows, folders, links, and user access; and develops reports, dashboards, forms, and automated processes using Microsoft 365 tools. It also supports reporting and data analysis, company compliance and training systems, safety and quality program documentation, project readiness, incident reporting, meetings, communications, proposals, audits, and special projects. The position works with field and office personnel and coordinates across multiple teams.
Requirements
- Advanced proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, Outlook, and Teams.
- Strong SharePoint administration and content management experience.
- Experience creating reports, dashboards, and data visualizations.
- Excellent organizational and communication skills.
- Strong attention to detail and ability to manage multiple priorities.
- Ability to troubleshoot systems and support end users.
- Regular, reliable attendance.
- Ability to work productively and meet deadlines.
- Ability to communicate and interact effectively and professionally with supervisors, employees, and others, individually or in a team environment.
- Ability to perform work safely and effectively and follow oral and written instructions, including warning signs, equipment use, and other policies.
- Ability to work during normal operating hours and to work overtime and weekends as required.
Nice To Haves
- Experience with Power BI, Power Automate, Microsoft Forms, and other Microsoft 365 applications.
- Construction, safety, quality, engineering, or industrial industry experience.
- Experience supporting compliance, training, or reporting systems.
- Knowledge of document control and records management practices.
- Self-motivated and proactive problem-solving approach.
- Strong customer-service mindset and ability to support field and office personnel.
- Comfort working independently while coordinating across multiple teams.
- Interest in organization, continuous improvement, and process efficiency.
Responsibilities
- Maintain and improve Safety and Quality SharePoint portals and supporting sites.
- Manage document libraries, permissions, workflows, folders, links, and user access.
- Develop and maintain dashboards, reports, forms, and automated processes using Microsoft 365 tools.
- Troubleshoot SharePoint, Teams, and portal-related issues, and ensure information is organized, accurate, and accessible.
- Create and maintain reports, dashboards, presentations, and performance metrics for weekly, monthly, and quarterly reporting.
- Analyze data trends and assist with safety and quality performance tracking.
- Verify data accuracy and assist with audits, compliance reviews, leadership presentations, and executive reporting.
- Support company reporting and compliance systems, including user access, troubleshooting, training, and data entry.
- Coordinate user onboarding and permissions management.
- Develop user guides, training materials, and reference documents.
- Maintain policies, procedures, training materials, and program documentation.
- Support project startup activities, readiness reviews, and compliance tracking.
- Coordinate training records, training matrices, and reporting requirements.
- Assist with incident tracking, documentation, and reporting workflows.
- Coordinate meetings, agendas, presentations, and supporting documentation.
- Support company-wide communications, newsletters, and portal announcements.
- Assist with proposals, audits, contractor management systems, and special projects.
Benefits
- Medical insurance plans for eligible employees and dependents.
- Dental insurance plans for eligible employees and dependents.
- Vision insurance plans for eligible employees and dependents.
- Voluntary wellness and employee assistance programs.
- Life insurance.
- Disability coverage.
- Retirement plans with matching.
- Generous paid time off.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
