Administrative Assistant

Administrative Assistant

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. 

Essential Duties and Responsibilities: 

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

1. Assisting Senior Management and Area Managers as necessary as directed by the Administrative Manager. 
2. Performing a wide variety of administrative duties as required by daily operations. 
3. Communicating with customers in a respectful and professional manner. 
4. Coordinating office activities and schedules, as requested. 
5. Coordinating survey and audit related document flow between branch offices, laboratories, and customers as necessary. 
6. 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. 
7. 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. 
8. Ensure hours worked are allocated in the system in a timely manner, and as required by Human Resources and Payroll. 
9. Reviewing and distributing incoming mail and emails as assigned.  
10. Coordinating the purchasing of office supplies, etc. 
11. Independently responding to emails, letters, and general correspondence of a routine nature. 
12. Packaging and shipping mail, UPS, FedEx, etc. items as needed. 
13. Ensuring employees follow Company policies and procedures as outlined in the Integrated Management System. 
14. Maintaining a safe environment. 

Required Education & Experience: 

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

Working Conditions: 

1. 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. 
2. Strength to lift and carry materials weighing up to 20 pounds. 
3. Vision to read printed materials and a computer screen. 
4. Hearing and speech to communicate in person and over the telephone. 
5. Regular work time indoors in environmentally controlled conditions, with some exposure to weather conditions, especially hot, humid, and/or rainy weather. 

Necessary Equipment Operation: 

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

Special Skills: 

1. Commitment to company values, policies, and safety program. 
2. 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. 
3. Exemplary customer satisfaction skills, both in person and over the telephone. 
4. High performance and a strong team player. 
5. Highly organized. 
6. Ability to work independently and efficiently with minimal supervision on technical, specialized, complex, or difficult office administrative work. 
7. Interpreting and implementing policies, procedures, and computer applications related to the assigned work. 

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