Job Description

Job Description

Job Description

The Administrative Assistant is responsible for providing administrative support to the Long Beach office, ensuring a seamless customer experience, and contributing to the growth of our business. The ideal candidate will be proficient in Microsoft Office, Google Suite, Sales Force, possess excellent phone etiquette, have a strong understanding of administrative tasks and a basic understanding of the maritime industry.

Be a part of a great company with comprehensive benefits package and a great work culture!

Job Responsibilities

• Clerical Support
  1. Timecard input into the Payroll System, including coding to specific jobs.
  2. Invoicing worksheets for assigned Customers
  3. QuickBooks Online (QBO) data entry, job cost tracking, and verification of billing information
  4. Coordinate with accounting to ensure job and PO data are consistent with QBO records.
  5. Generate Sales Orders from approved Quotes in Salesforce.
  6. Maintain accurate and up-to-date job information and documentation in Salesforce.
  7. Track customer Purchase Order (PO) line items to ensure available funding for ongoing and upcoming work.
  8. Compile, organize, and analyze vessel, crane, and project data in Excel and Salesforce to support reporting and operation oversight.
  9. Collect daily vessel & crane logs from Captains and Barge Captains (centralized location)
  10. Daily catalog logs and allocate logs to their jobs.
  11. Enter vessel movement data into the Vessel Operations Report (VOR) for monthly submittal to USACE (U.S. Army Corp of Engineers)
  12. Review and analyze the Plan of the Day (POD) and daily logs to reconcile operations with Sales Orders and job quotes.
  13. Track incoming Purchase orders and ensure they match corresponding jobs and billing stages.
  14. Communicate and work closely with project managers and sales team to confirm available funding and avoid overbilling or exceeding Purchase order limits.
• Inventory and re-stock:
  1. Safety gear—PFDs, safety glasses, etc.
  2. Consumable tools and materials—sanding discs, welding rod, paint supplies, etc.
  3. Hotel items—paper towels, trash bags, etc. for tugs and offices
  4. Coffee, creamer, sugar, bottled water
• Safety Support
  1. Propose and assist with safety meetings
  2. Initial safety training for new employees
  3. Develop and maintain safety/training books, videos, guides
• Sales Assistant to Business Development
  1. Take calls from Customers and coordinate response
  2. Write quotes and follow up as directed
  3. Track billable hours and services as directed
  4. Outreach to local customers
• HR support
  1. New hire orientation meet and greet as needed.
  2. Support with new hire onboarding and employee relations as needed
  3. Distribute policy broadsheets, random drug test notices, etc. as directed
• Other duties as assigned.

Qualifications

• Required Education: Associate degree or Equivalent Combination of Relevant Education & Experience.
• 3-5 years of relevant experience.
• Ability to work as part of a team. Decision-making skills. Oral and written communication skills. Analytical thinking skills. Detail oriented. Ability to meet deadlines. Prioritize and multitask.
• Proficient with use of Microsoft Office suite, Dropbox, Salesforce, preferred.
• Strong administrative background, with experience in an office setting.
• Ability to work in a fast-paced environment and maintain a positive attitude.

Physical Demands

• Exposure to prolonged periods of sitting and keyboard input.
• Adequate hearing & vision ability.
• Proper heat/cold tolerance, working in all weather conditions Benefits

• Sick and vacation package
• Paid Holidays
• Company PAID health benefits (medical, dental, vision and life insurance)
• 401K with Company Match
• Additional voluntary benefits like, FSA, Aflac products, additional life insurance, etc.
• Year-end bonus opportunity.

Salary

$30.00–33.00 DOE

“Pacific Maritime Group is an equal opportunity workplace. We don’t just accept but we celebrate and support differences for the benefit of our employees. Pacific Maritime Group is proud to be an affirmative action employer.”

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