Marine Operations Administrative Assistant

Published Jul 14, 2021 1:34 PM by The Maritime Executive

Employment Type

Volunteer

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Summary: Support Marine Operations department on-site and remote staff with administrative assistance and coordination.

Description:

Essential Duties and Responsibilities (Include But Not Limited To)

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Assist Marine Operations Department on-site and remote staff:
Maintain files of correspondence and other documentation as required
Coordinate meetings and events, including as necessary: scheduling, agendas, minutes of meetings, booking conference rooms and other facilities, and coordinating presentations
Manage office supplies
Draft and revise documents as requested
Compile and publish Key Performance Indicators (KPIs)
Assist Safety Manager:
Format, revise, publish, and file Safety Management System (SMS) documents and records as directed
Coordinate and support administratively internal and external audit meetings
Maintain a working knowledge of the Company SMS and assist the Safety Manager to ensure safe working practices are followed on Company ships
Assist Crewing Manager:
Complete and submit applications for crew certificates and documents such as: Seaman’s books, Flag State Endorsements, and Rating Certificates
Track crew certificates expiration dates and facilitate renewals
Submit Maritime Training Center (MTC) training requests on behalf of crew
Assist Nautical Operations Manager:
Filing port reports and other port-related documentation
Administrative support for advancement training marine crew and staff
Travel and Vendor Coordination:
Assist various department managers with coordination of ship visits or other travel for vendors and staff
Other duties as assigned