Administrative Assistant

Who We Are:

Watts Marine, based in Seattle, Washington, has been a leader in the Shore Power industry since 2004. Working closely with the cruise line sector, we've developed and maintained innovative Shore Power Systems that help reduce local emissions when cruise ships are docked. We specialize in providing, operating, and maintaining patented shore power solutions across North America.

Our mission is simple: Powering a cleaner future for maritime operations. We accomplish this through the operation of 11 patented shore power systems, backed by a proprietary database that streamlines ship call organization and provides detailed reports to track emission reductions.

Why Join Us?

Watts Marine is a company built on ingenuity, excellence, integrity, and loyalty—and we’re passionate about innovation and sustainability in everything we do.

We’re looking for a motivated and dependable Project Administrative Assistant to join our growing team in either Kingston, WA or Knoxville, TN. We offer a competitive salary, comprehensive benefits (including medical, vision, and dental for you), a Simple IRA matching program, and generous PTO.

Become a part of our team and contribute to cleaner, greener technology while advancing your career in an exciting industry.

About the Position:

The Administrative Assistant is responsible for the day to day business administration of Watts Marine, including office management, shipping and receiving, travel coordination, billing reconciliation, and correspondence with customers, vendors, and third parties. This role maintains the administrative systems, templates, and procedures that keep the company running, and serves as a central point of contact for internal teams, customers, and vendors. The Administrative Assistant also provides support to Project Managers on project coordination and documentation. Success in this role requires strong organizational skills, attention to detail, and a proactive, team-oriented approach that reflects Watts Marine's values of Loyalty, Integrity, Excellence, and Ingenuity.

RESPONSIBILITIES AND DUTIES

BUSINESS ADMINISTRATION:

• Prepare and format company proposals, contracts, and agreements using standardized company templates
• Draft and respond to emails and formal correspondence with customers, vendors, prospective clients, and relevant third parties
• Coordinate business travel for all employees, including flights, lodging, and ground transportation, along with site access and credentialing for field and office staff
• Serve as the main point of contact for logistics coordination between internal teams and external customers or vendors
• Complete reconciliation of monthly billings and change orders, and collaborate with accounting on job cost tracking, shipment reconciliation, and Accounts Payable and Receivable
• Create and maintain company business processes, procedures, and the administrative manual

OFFICE MANAGEMENT:

• Maintain the office, including supplies, equipment, facilities, and vendor relationships
• Answer phones and manage incoming and outgoing mail and shipments
• Manage and create company file structure and templates as needed
• Assist with marketing efforts, including company website maintenance and other marketing support as needed
• Assist with HR programs as needed

PROJECT SUPPORT:

• Assist Project Managers with tracking project tasks, scheduling, change orders, ordering, purchase order requests, daily reports, and labor reconciliation
• Maintain job folders, ensuring they are kept current and up to date
• Prepare project specific proposals and documentation based on guidance from Project Managers
• Assist in tracking new leads and managing related correspondence
• This job description is not designed to cover or contain a comprehensive listing of task activities and/or duties that are required of the employee for this job. Responsibilities and activities may change at any time with or without notice.

QUALIFICATIONS

• Associate degree or equivalent 2-year college or technical school, or relevant experience
• Demonstrated flexibility in adapting to changing workloads and service demands, with a willingness to contribute whenever needed
• Demonstrated responsiveness to the needs of the department, team members, and customers, ensuring timely and effective communication
• Ability to apply a team-oriented approach in collaboration with colleagues, customers, and on project work
• Proficient in Microsoft Office Suite, Excel, and database entry
• Ability to learn and implement new software quickly
• Strong verbal and written communication skills
• Exhibits a high level of professionalism in all interactions, maintaining accountability, and a positive attitude in a fast-paced work environment
• Represent Watts Marine values of Loyalty, Integrity, Excellence, and Ingenuity
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

*If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Human Resources.

PRIVACY REQUIREMENT

Position will be required to abide by company policies and procedures that support federal, state, and local regulations. Any violations will be subject to company policy which includes disciplinary actions up to and including separation of employment. Company is an At-Will Employer

*For workplace safety the job requires background screening and drug screening in compliance with WA state laws

Job Type: Full-time

Pay: $58,000.00 - $72,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Associate (Preferred)

Experience:

• Office management: 3 years (Preferred)

Ability to Commute:

• Kingston, WA 98346 (Required)

Ability to Relocate:

• Kingston, WA 98346: Relocate before starting work (Required)

Work Location: In person

Salary : $58,000 - $72,000