Administrative Assistant - Bilingual

Job Description

Job Description

We are seeking a bilingual (English/Spanish) Administrative Assistant to join our team. You will be responsible for overseeing the job work order write-up process, including drafting, tracking progress, completion, and the timely submission of work orders and any supporting documentation in coordination with the Shipyard Supervisor and the Accounts Receivable department.

Responsibilities:

• Responsible for all aspects of the crew change schedule, including coordinating with Dispatch and Supervisors, to ensure non-disruption to the shoreside operations.
• Assist in the recruitment and onboarding of personnel, including coordinating and scheduling interviews for potential new hires or promotions.
• Work with HR and the Medical Center to obtain and verify drug-free status.
• Responsible for maintaining employee files, including setting up new hires, updating existing employees, and working through the exit process as needed.
• Assists in ensuring that correct procedures are adhered to, especially regarding written warnings, reviews, paid time off requests, etc.
• Mail collection from mailbox (or on occasion post office), sorting and distribution.
• Greet customers and vendors upon arrival at the office.Assist with Payroll Timesheet tracking including setting up new employees and assisting existing employees.
• Coordinate with Property Manager to ensure office cleanliness, parking lot upkeep, etc.
• Perform occasional food pickup for crew change or office lunches on request.
• Responsible for tracking office supply inventory, ordering and restocking as needed.
• Assists in monitoring all crew movements, including transfers. This includes potential emergency after-hours calls in the event a crew member suffers injuries.
• General Office Manager duties.
• All other duties that may be assigned.

Qualifications:

• Bilingual (English and Spanish) is required.
• Proficient in Microsoft Office is Key
• Must have the ability to learn and become proficient in industry specific systems including MobileOps
• Must have ability to prioritize, to multi-task and to be flexible
• Ability to build relationships with clients and internal departments
• Excellent communication, research, problem-solving, and time management skills
• High level of accuracy, efficiency, and accountability
• Attention to detail is critical

Northern Marine Services is a privately owned marine company that provides cleaning services, ballasting & deballasting, maintenance & repair, tankerman transfer and emergency repair services along the Illinois River. Our service philosophy centers on providing a sophisticated level of care in our interactions with teammates, clients, vendors and everyone we do business with. In your role, you will be responsible for the back of the office support of our shoreside team.

Company Description

Northern Marine Services is a privately owned marine company that provides cleaning services, ballasting & deballasting, maintenance & repair, tankerman transfer and emergency repair services along the Illinois River. Our service philosophy centers on providing a sophisticated level of care in our interactions with teammates, clients, vendors and everyone we do business with. In your role, you will be responsible for the back of the office support of our shoreside team.