Office Coordinator - Marine Division

POSITION SUMMARY

Office Coordinator - Marine Division will be responsible for providing administrative support to ensure the efficient operation of the office while coordinating division meetings, events, and activities. We are seeking a highly organized, detail-oriented professional with excellent communication skills and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will assist management by handling administrative tasks, coordinating schedules and event logistics, and providing courteous and professional support via phone, mail, and email.

To be successful in this role, candidates must demonstrate exceptional organizational and time management skills, attention to detail, accuracy in handling diverse responsibilities, and a positive, customer-focused approach as a valued member of the Marine Division team.

• Handle general office tasks such as filing and data entry.
• Manage CIP Accounts for Accounting.
• Manage all Purchasing Expenses & Submissions in Concur
• Plan and manage all Department events, including but not limited to, Quarterly Meetings, Special Events, Recognition Ceremonies, and Holiday gatherings.
• Order Employee Uniforms.
• Manage Payment Schedule for Colonial Oil and Colonial Towing business permits and licenses to remain compliant.
• Prepare and Submit US Coast Guard Applications for Crew Members.
• Prepare and Process Purchase Orders to Subcontractors.
• Review and Submit Labor Hours and Time in Dayforce.
• Coordinate weekly Colonial Towing workshops for the crews.
• Assist in obtaining invoices from vendors for A/P.
• Assist in following up on outstanding A/R payments.
• Keep records of approved invoices and assist in processing invoices for payment for A/P and month end reconciliation.
• Maintain Current Organizational Charts for the Department.
• Order Supplies for the department, as needed.
• Other Duties as required.

• A high school diploma or GED certificate is required.
• A degree in Business Administration or 1-3 years of relevant experience preferred.
• Must have good grammar and math skills.
• Must have excellent organizational and communication skills.
• Must be sufficiently knowledgeable in the use of Microsoft Office Products (Word, Excel, especially PowerPoint) and Adobe Acrobat.
• Must be capable of learning specialized computer software as needed.
• Must be able to work for multiple personnel and maintain a professional interface with outside consultants and other industry officials.
• Must be able to assist with multiple projects simultaneously.

Applicant may be subject to environmental conditions such as cold, heat, exposure to noise, hazards, and confined spaces/close quarters. Applicant must be aware of work environment at all times.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to lift, stand, walk, kneel, crouch, stoop, use hands and fingers, and handle tools or controls. The employee must be able to occasionally lift and/or move up to 50 pounds.