Marine Administrative Specialist

PURPOSE

BASIC FUNCTION: Conduct daily and project-related administrative duties for the vessel's Marine Management, maintaining strict confidentiality where appropriate.

QUALIFICATIONS:

• Minimum Bachelor's degree with an emphasis on Business Administration, or equivalent experience.
• Solid computer skills, including good general knowledge of Word, Excel, Access, Lotus Notes, PowerPoint, MS Project. Knowledge of AMOS and ENCORE are a plus.
• Experience in accounting, budgeting, purchasing, and cost control, including inventory management.
• Experience organizing and administrating a busy office environment, including supervision of staff. Executive assistant experience a plus.
• Ability to speak and read English fluently, and possess sound business writing skills.
• Cooperative and flexible personality.
• Marine background is a plus, but not a requirement.

RESPONSIBILITIES may include the following

• Assist officers in the Marine Departments with their daily administrative duties. Maintain the required log book / checklists and man the telephones on the bridge (or in ECR, as required), during emergencies.
• Update AMOS as necessary.
• Maintain payroll information, overtime records and ensure Hours Worked Records are submitted for all Marine personnel.
• Prepare early-clearance list and Port Agent Request Forms as required by the Marine departments.
• Assist with the preparation and distribution of documentation for Employee Warnings, Counseling and Master’s Hearings. Attend Master’s Hearings and prepare minutes as requested.
• Prepare requisitions for the disbursement of uniform and supplies for the Marine Departments.
• Assist with the distribution of incoming shore side mail for the marine departments
• Attend and prepare minutes for Marine meetings as required.
• Assist in the preparation of Department budgets, and the monitoring of monthly financial results.
• Train/Assist Officers in computer usage as required.
• Maintain office-filing systems, and the overall organization of the office.
• Update the Marine Address Book on Lotus Notes with new contact-information as necessary.
• Obtain contact information and relevant documentation from Marine sign-ons (seaman's book, certificates & licenses, visa, etc.); Ensure that each seaman's book is updated, stamped and approved by the Master and returned to the employee upon sign-off; ensure that copies of the licenses are kept on file, and a laminated copy is given to the Chief Officer for posting on the Bridge, for Navigators and Engineers.
• Assist with the renewal process for Licenses and seaman's books where required.
• Create travel and hotel for Marine personnel for crew movements and ensure that all documentation (such as tickets, confirmations and Letter of Employment/Guarantee) is presented to the employee prior to travel.
• Assist the Master to ensure that all ship's Certificates are accurate and current.
• Maintain the summary of qualification as required by DNV/NMD.
• Assist with special Marine projects as required.
• Update checklist forms; remove expired and outdated checklists from file.

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