Title Office Administrator

Marine Solutions is a specialized marine engineering and construction firm serving clients in the government (federal, state, local), transportation, energy, industrial, water, and commercial markets. We inspect, design, and build bridges and waterfront infrastructure worldwide that protect and enrich our communities.

Our recognition as one of the Best Places to Work in Kentucky for eight consecutive years reflects our unwavering commitment to nurturing and empowering our people. We prioritize personal and professional development, providing opportunities for continuous learning and growth. Collaboration and open communication are at the core of our culture, fostering a supportive and inclusive environment where every individual’s voice is valued.

Investing in our employees not only enhances their potential but also contributes to our collective success.

We are seeking an in-office, highly motivated, and detail-oriented Office Administrator to provide administrative support to our Newark, New Jersey office, and additional locations.

• The Office Administrator will serve as the front desk receptionist: greet visitors, answer and route calls, and provide excellent customer service.
• Support employees and visitors with meeting coordination, web-conferencing technology, and general administrative needs.
• Assist with preparing, printing, assembling, and shipping submittals and reports.
• Manage daily mail operations: receive/distribute incoming mail; prepare and coordinate outgoing shipments.
• Maintain the appearance and organization of shared office spaces and oversee the ordering of breakroom, office, and building supplies.
• Act as the office point of contact for vendor and service appointments (copier service, building maintenance, etc.).
• Support company administrative requests, including travel arrangements, meeting setups, meals, clerical tasks, and support center tickets.
• Create, manage, and improve company Word templates (letters, proposals, reports, forms, memos, etc.).
• Partner closely with Project Managers and the Accounting department for monthly project invoicing.
• Generate and submit client invoices, review revenue for accuracy, and follow up on accounts receivable to ensure timely payment.
• Oversee building access and security systems.
• Build strong working relationships with office leadership and staff.

This description does not cover all possible tasks, duties, or responsibilities that may be required of the employee. Additional duties and responsibilities may be assigned or modified at any time.

• Strong verbal and written communication skills.
• Self-starter mindset with initiative and proactive problem-solving skills.
• Excellent time management; consistently meets deadlines and manages multiple priorities effectively.
• Positive, professional attitude, and strong customer service orientation.
• High attention to detail, accuracy, and confidentiality. Experience supporting multiple departments.

• High school diploma or equivalent.
• 1 year of relevant experience.

• Proficient in Microsoft Excel, Microsoft Word, Microsoft Outlook, Microsoft PowerPoint, and Adobe Acrobat.

• Experience preparing monthly project invoices and processing subcontractor invoices.

The duties of this position require the employee to regularly sit, stand, walk, communicate, and adapt. Reasonable accommodation may be provided to enable the employee to perform the required duties of this position. There will be minimum travel. Employee safety and security are critical parts of our company's core values. Accountability, positive attitude, proactive communication, continuous improvement, and teamwork promote safe conditions and safe actions.

• 401(k) Matching
• ESOP
• Health Insurance
• Health Savings Account (HSA)
• Vision Insurance
• Life Insurance
• Employee Assistance Program (EAP)
• Tuition Assistance
• Vacation and Sick Time
• Paid Holidays
• Relocation Assistance

Must meet Marine Solutions' Employment Eligibility Requirements. All applicants must be authorized to work in the United States without the need for sponsorship now or in the future.

Marine Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, gender identity, national origin, disability, status as a protected veteran, or any other factor protected by federal, state, or local laws.

The hourly pay range for positions in New Jersey is $25 to $34 an hour, depending on education and relevant experience.

Marine Solutions does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes will be considered Marine Solutions property, and no fees will be paid for any resulting hire. Agencies must have advanced written approval from Marine Solutions Human Resources Department and a valid, fully executed…