Fleet Ops Admin Assistant & Ship Desk Coordinator

Are you ready to play a key role in the smooth operation of a global maritime network? As Fleet Operations Administrative Assistant & Ship Desk Coordinator, you'll be at the heart of coordinating inspections and audits for vessels registered under the Republic of the Marshall Islands - helping ensure safety, compliance, and efficiency on an international scale.

In this multifaceted role, you'll take ownership of scheduling critical audits and inspections, while also supporting senior leadership in Fleet Operations. You'll be the go-to communicator, working closely with both US and international clients, using organizational and communication skills to keep things running.

What You'll Do:

·        Coordinating, tracking, and scheduling safety inspections and audits for all vessels;

·        Updating and entering the status of safety inspections into the Oracle Database;

·        Screening USCG Advance Notice of Arrival (eNOA) forms and coordinating vessel safety inspections;

·        Communicating by e-mail and telephone with ship managers and nautical inspectors regarding the scheduling of safety inspections and audits;

·        Sorting and routing email correspondence to the other service areas in accordance with existing procedures;

·        Review and processing of various reports relating to the inspection of vessels.

·        Tracking and scheduling “overdue” inspections;

·        Preparing safety inspection reports for review and processing;

·        Participating in reoccurring team meetings;

·        Reviewing invoices submitted by contract inspectors and forwarding to the accounting department;

·        Designing and writing reports, including executive summaries, and PowerPoint presentations as requested;

·        Assist the Sr VP of Fleet Operations with projects, as assigned; and,

·        Other administrative tasks to support the Fleet Operations Department, as may be directed by department managers.

What You Bring:

·        Bachelor's Degree required

·        At least 1 year of experience working in a professional office setting

·        Ability to multitask

·        Ability to effectively function in a team environment

·        Ability to execute duties/responsibilities with little oversight

·        1-3 years of Maritime Experience.

· Proficiency in Microsoft Office suite and digital coordination tools

· Strong written and verbal communication skills to engage with diverse clients

· A proactive, detail-oriented mindset and a commitment to high-quality service

· A passion for international operations and a desire to grow within the maritime industry

Physical Requirements:

·        Prolonged periods of sitting at a desk and working on a computer.

·        Must be able to lift up to 15 pounds at times.

Starting hourly rate is $24.