Administrative Assistant

Job Description

SUMMARY OF COMPANY

Southwest Shipyard, LP provides gas freeing and cleaning services, steaming, and flaring services, Barge and Boat repair, Surface preparation and painting, water treatment and new construction services to the commercial and government marine industry. Southwest Shipyard owns and operates four (4) shipyards in South Texas with direct deep-water access to the Gulf of Mexico. We take pride in our dedicated and experienced workforce that focuses on Quality, Safety and Environmental Excellence.

Our motto is "Faster, Safer, Better".

JOB SUMMARY

The Administrative Assistant provides comprehensive clerical and administrative support to the TXDOT/Ferry Project Manager and Coordinator, ensuring efficient coordination of ferry repair and new construction projects. This role serves as the primary in office liaison between field personnel, office staff, vendors, and customers, maintaining clear communication and accurate project documentation. Responsibilities include daily data entry, invoice and material requisition processing, schedule coordination, meeting support, budget tracking, and maintenance of electronic filing systems.

The Administrative Assistant plays a key role in supporting project planning, execution, and closeout while contributing to process improvements, cost control, and overall project efficiency in a fast paced shipyard environment.

WORK SCHEDULE

Monday - Friday 8:00AM-5:00PM

LOCATION

Houston - (8502 Cypress St, 77012)

BENEFITS

• Competitive Salary.
• Comprehensive Benefits (medical, dental, vision, life).
• 401(k)/Retirement Savings.
• Friendly Work Environment.
• Paid-Time off/Holidays.
• Career Path Opportunities

RESPONSIBILITIES

• Provide clerical/administrative support to the TXDOT/Ferry Project Manager and Coordinator.
• Asin-office liaison, you will maintain constant contact and open communication between field personnel, office personnel, vendors, and customers.
• Daily data entry for In-Process ferry repair and new construction projects including labor hours, and daily work descriptions.
• Monthly and periodic invoice processing and generation of material requisitions for Ferry jobs.
• Ensure that invoices, material requisitions, approved documents, etc. are submitted to and received by the appropriate party for processing.
• Organize and maintain all documentation related to Ferry project acquisition, planning, execution, completion, and follow-up.
• Keep track of Ferry Project Manager/Coordinator schedules and coordinate meetings.
• Track Ferry new construction project progression and completion status/milestones.
• Attend meetings with the Project Manager and Coordinator. You must pay attention in meetings, take notes, document action items, and deadlines for planning. Prepare agendas and handouts, as necessary.
• Provide suggestions for strategies in continuing process improvements and means of increasing the efficiency of the project administration.
• Complete and submit applications and bid packets both in online portals and hardcopy format with impeccable attention to detail, exactly as stated in the packet instructions.
• Stay constantly aware of the project budget by line item/job, run comparisons against actual cost and alert Project Manager/Coordinator of potential overruns.
• Capable of developing and managing a standard electronic filing system for FSL Projects (new construction, repair, and maintenance). Handle project filing as needed with PM's and Division Managers.
• Capable of working with managers for year-end annual budgets for the upcoming new year.
• Capable of collaborating with managers and accounting for updating and revising facility assets.
• Accurate charging of labor and materials is necessary for the shipyard, so you will need to learn the standard Job and Phase Code system at SWS.
• Must be forthcoming with recognizing areas of improvement that are needed that deal with electronic information systems that require IT Department assistance.

EXPERIENCE & QUALIFICATIONS

• Be able to manage multi-tasking on a short timeline in a fast-paced, high-stress environment.
• You must be flexible with working late and weekend hours when necessary.
• Must be able to both take direction and work independently. You are expected to be able to stay productive in the absence of the Project Manager/Coordinator.
• Highly proficient in the use of Microsoft Office:
  Word, Outlook, PowerPoint, Teams and especially Excel.
• Highly proficient in the use of Adobe Acrobat.
• Knowledge of Microsoft Project is preferred.
• High-level of attention of detail and ability to follow instructions.
• Excellent communication skills, both verbal and written.
• Ability to self-manage time effectively, stay productive and on-task.
• Ability to solve problems and develop suggestions for solutions to issues as they arise.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or…