Administrative Assistant

Overview

Sabine Surveyors is currently seeking an Administrative Assistant in our Port Arthur office.

About Us:

Sabine Surveyors is a full-service marine surveying and consulting company founded in 1968. Our services include bulk and project cargo surveys, hull and machinery surveys, damage surveys, P&I surveys, on-hire, and off-hire bunker and/or vessel condition surveys, vessel appraisals, vessel audits, management audits, shipyard representation services, CRF 46 Subchapter M Compliance services and vendor audits.

This position is responsible for the following, other duties may be assigned as required:

• Assisting Senior Management and Area Managers as necessary as directed by the Administrative Manager.
• Performing a wide variety of administrative duties as required by daily operations.
• Communicating with customers in a respectful and professional manner.
• Coordinating office activities and schedules, as requested.
• Coordinating survey and audit related document flow between branch offices, laboratories, and customers as necessary.
• Reviewing, editing, and issuing survey and audit reports and documents as required by company policy; confirming calculations in draft survey spreadsheets; processing invoices through accounting and assuring same are issued for cases handled.
• Filing survey and audit folders in a logical and timely manner, where applicable; update the status of the case in the database in line with current procedures.
• Ensure hours worked are allocated in the system in a timely manner, and as required by Human Resources and Payroll.
• Reviewing and distributing incoming mail and emails as assigned.
• Coordinating the purchasing of office supplies, etc.
• Independently responding to emails, letters, and general correspondence of a routine nature.
• Packaging and shipping mail, UPS, Fed Ex, etc. items as needed.
• Ensuring employees follow Company policies and procedures as outlined in the Integrated Management System.
• Maintaining a safe environment.

• Associate’s degree in Business Administration and/or equivalent work experience.
• Strong knowledge of Microsoft Office, including Word, Excel, and Outlook.
• Experience with PowerPoint, SharePoint, Microsoft Teams, and cloud storage helpful.
• Experience in the marine industry is an advantage.
• Possess a strong knowledge of proper English usage, grammar, spelling, and punctuation.

• Must possess mobility to work in a standard office setting, to use standard office equipment, including a computer, and to attend meetings at various sites away from the home office.
• Strength to lift and carry materials weighing up to 20 pounds.
• Vision to read printed materials and a computer screen.
• Hearing and speech to communicate in person and over the telephone.
• Regular work time indoors in environmentally controlled conditions, with some exposure to weather conditions, especially hot, humid, and/or rainy weather.

• Computers, copiers, scanners, printers, office telephones, fax machines.

• Commitment to company values, policies, and safety program.
• Excellent communication skills with co-workers, subordinates, superiors, the general public, representatives of public and private organizations, and others sufficient to exchange or convey information.
• Exemplary customer satisfaction skills, both in person and over the telephone.
• High performance and a strong team player.
• Highly organized.
• Ability to work independently and efficiently with minimal supervision on technical, specialized, complex, or difficult office administrative work.
• Interpreting and implementing policies, procedures, and computer applications related to the assigned work.