Operation Assistant

Department:
General management, Admin & Faci

Location:

Norfolk, VA, US

Mac Gregor is a global company that operates in 30 countries with 2000 employees. We provide sustainable cargo and load handling with a strong portfolio of products, services, and solutions to the maritime and offshore industries. Our solutions are found in over half of the world's merchant fleet.

We believe Mac Gregor is a great place to work and we are looking for innovators with an international mindset to join our team and help us create lifetime value for our customers.

We are looking for a detail-oriented and self‑motivated Operations Assistant to join our team. The ideal candidate will provide timely and sufficient support to service operations, ensuring all internal and external customer requirements are met. This is a key administrative role supporting the smooth daily functioning of our operations department.

This role is part of our Global Services Division. Reporting directly to the Administration Manager. This position is based in Norfolk, VA.

• Provide administrative support to the Administration Manager, Operations Managers, and Operations Superintendents across all company locations
• Inventory and maintain office supplies, logo‑uniformed items, and business cards
• Track monthly utility invoices and coding
• Assist with Indirect Procurement task
• Assist with monthly invoice processing
• Assist in preparing month‑end operative reports and monthly invoicing reports
  
  Perform invoice follow‑ups for rejected items and conduct 30‑day payment inquiries to resolve outstanding issues
• Support vendor and customer management by collecting required documentation and monitoring the creation process
• Act as primary receptionist for phone and in‑person visitors
• Manage the collection, review, and distribution of all regular mail
• Other miscellaneous administrative task

To thrive in this role, you must possess a strong service‑mindful attitude and excellent communication skills, enabling you to manage stakeholders like customers and Service Engineers effectively. Your ability to work independently, handle multiple tasks, and deliver on time is crucial for providing the necessary administrative backbone to our operations.

Ideally you have

• High School Diploma or equivalent
• 3+ years of experience in administrative support, billing, or procurement
• Strong attention to detail and organization skills
• Strong interpersonal communication skills with a professional, service-oriented mindset
• Ability to manage multiple priorities simultaneously and meet strict deadlines
• Proficiency in Microsoft Suite and Google Workspace
• SAP and Salesforce experience (preferred)
• Proficiency in spoken and written English

Our people are behind every success. People create the technology and product lifecycle solutions that make us great, our people are the ones who innovate, and people drive our business forward. With us you will be part of an international collaborative working culture with challenges and opportunities to further develop yourself professionally. We enable sustainable global maritime operations by maximizing efficiency in cargo and load handling.

• Integrity steers all our thinking, behaviour and the relationships with our customers and other stakeholders
• Quality is valued in our processes, products and services and helps to improve our customers’ performance and our own competences
• Safety is essential in everything we do

• Medical, Dental, Vision & Life insurance effective on your first day of employment
• Flexible Spending Account for medical expenses
• Company-paid Short & Long-Term Disability
• Company Paid Life Insurance Policy (Additional life insurance policies available for self, spouse and children)
• Nine company paid holidays, two floating holidays, in addition to paid sick time & paid vacation time
• 401k Plan - company currently matches the first 6% of employee contributions into the 401K plan. New employees are eligible to participate in 401k Plan on the 1st day of the month following 30 days of employment - plan participants are 100%…