Marine Documentation Associate

Marine Documentation Associate

Sterling Personnel Inc. is looking for a Documentation Associate in the Houston, Tx area. In this role you will provide administrative and documentation support for Company’s operations. This position is responsible for maintaining accurate records, preparing reports and certificates, coordinating service documentation, supporting billing activities, and ensuring paperwork is completed accurately and on time. The role requires strong attention to detail, organization, professionalism, and the ability to handle time-sensitive information.

• Houston, Tx 77012
• Full-time position.
• Pay: $18 hour
• Monday–Friday schedule, generally 8:00 AM–5:00 PM.
• Must be available for occasional overtime, weekends, and after-hours/on-call responsibilities due to the time-sensitive nature of marine operations.

• Prepare, type, update, and maintain daily maintenance and inspection reports.
• Prepare letters, faxes, work orders, certificates, quotations, billing documents, and other marine department paperwork.
• Maintain accurate logs of reports, jobs, vessels, sales orders, and completion dates.
• Coordinate deliveries, exchanges, services, and related documentation.
• Monitor inventory and maintain records of equipment available for future exchanges.
• Prepare and maintain job folders and job control forms.
• Complete service worksheets, certificates, factory certificates, and delivery documentation.
• Prepare documentation and notifications required for U.S. Coast Guard-related services and inspections.
• Maintain files and documentation required for audits and regulatory compliance.
• Coordinate with drivers regarding equipment deliveries and ensure all required information is documented.
• Generate certificates and prepare equipment for delivery or return to customers.
• Enter and track equipment transfers and maintain accurate service records.
• Prepare marine documentation for various inspection and service activities.
• Review reports and documentation for accuracy before submitting them for processing.
• Review billing paperwork to verify charges are accurate and complete invoicing procedures.
• Verify shipping documents against logs to ensure all items are properly accounted for and immediately report discrepancies.
• Follow up on open jobs and complete outstanding documentation required to close work orders.
• Perform month-end reconciliation reports and process returned vendor certificates.
• Maintain organized files and assist with photocopying, scanning, filing, and other general clerical duties.
• Assist with inventory and supply needs as requested.
• Provide backup support for phones and front-desk responsibilities when needed.
• Cross-train with coworkers and assist other departments as necessary.

• Must have a High School or GED Diploma
• Must be able to pass Background, drug screening and credit check
• 2 years minimum of previous administrative, documentation, clerical, marine, industrial, or service-related experience preferred.

• Type 45 words per minute.
• Must know Outlook, Word and Excel

• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to multitask and work effectively under time-sensitive conditions.
• Ability to review documents and identify errors or discrepancies.
• Ability to work independently while also functioning effectively as part of a team.
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