Engineering Administrative Assistant

Engineering Administrative Assistant

Job Summary

The Engineering Administrative Assistant offers extensive support to the engineering operations of the organization. Responsibilities include administrative assistance, project cost tracking, record and systems management, departmental correspondence and communication, coordination and scheduling, thorough document control, compliance, and cross-functional support to other administrative assistants.

Role and Responsibilities

Role Specific Responsibilities

• Assumes responsibility for performing a broad range of administrative tasks to enhance the Engineering Department's effectiveness and efficiency
• Develops forms and spreadsheets, including Pivot Tables, to track project costs by compiling data from various sources
• Organizes and maintains departmental information, including vessel maintenance systems, engineering reports, technical documents, and relevant correspondence
• Generates, formats, and proofreads emails, reports, and memos with meticulous attention to detail and accuracy
• Assists in coordinating meetings, appointments, and travel arrangements for engineering staff, ensuring smooth communication and scheduling
• Supports purchasing and logistics activities, including procuring and expediting critical equipment, coordinating shipping and receiving materials, and monitoring shipments for timely completion
• Implements and maintains document control procedures to ensure the accuracy, completeness, and security of engineering documents and records
• Ensures compliance with relevant regulations and standards for marine transportation engineering documentation and procedures
• Assists and supports other departmental administrative assistants, promoting a collaborative and efficient work environment
• Performs additional duties as assigned

Qualifications

Education

• High School Diploma or equivalent
• Associate or bachelor’s degree preferred
• Previous experience in administrative roles, preferably within engineering or a marine transportation environment

Knowledge, Skills, and Abilities

• Strong organizational skills and attention to detail with the ability to adapt quickly to changing needs and priorities
• Excellent verbal and written communication skills with the ability to flex own style as needed to influence and drive results with a variety of colleagues including crew members, customers, vendors, and shore side staff
• Proficiency with managing and prioritizing multiple assignments and tasks while maintaining exceptional attention to detail
• Self-motivated and ability to work within a fast-paced environment
• Critical thinking skills and analytical abilities which allow assessments of situations and opportunities
• Ability to work within a multi-functional, organizational structure and exhibits robust interpersonal and customer focused skills
• Ability to work flexible hours including weekends
• Excellent proficiency within Microsoft products (Word, Excel, SharePoint, Outlook, Access, PowerPoint, Adobe Acrobat)