Overview:
Provide administrative support to senior-level personnel in the Maintenance and Repair department.
Ensures accuracy of vessel documentation related to USCG are processed in a timely manner, entered Computer Based Maintenance system properly, and placed on vessels.
Responsibilities:
- Process daily shipyard report
- Process USCG documentation related to Kirby Barges and/or Boats.
- Ensure correctness of Certificate of Inspection and Cargo Authority Attachments.
- Ensure appropriate documentation is available online and/or Helm.
- Maintain asset data in Oasis Barge/Boat Register.
- Work closely with Vessel Document Coordinator to ensure correctness of documentation.
- Set-up and work with a central filing system using catalog and tickler methods/systems.
- Manage calendars and daily schedules.
- Schedule and coordinate departmental meetings.
- Answer, screen, and route telephone calls. Provide information and take messages as needed.
- Maintain personnel files, track, update, and schedule training for department.
- Close Purchase Orders and recode cost allocations as needed.
Qualifications:
- Strong written and verbal communication skills.
- Ability to compose correspondence for signature.
- Excellent telephone etiquette and manner.
- Organized, detail-oriented and accurate.
- Ability to operate standard office equipment and personal computer.
- Knowledge and use of computer software: Microsoft Word, Excel, PowerPoint, Access, Oasis, and Oracle.
Working Conditions:
Office hours are 7:00am to 4:00pm Monday through Friday. Overtime as needed.
Education/ Experience:
High school diploma or GED
Previous secretarial and/or accounting experience is preferred.