Maintenance Administrative Assistant

Overview

Provide administrative support to senior-level personnel in the Maintenance and Repair department.

Ensures accuracy of vessel documentation related to USCG are processed in a timely manner, entered Computer Based Maintenance system properly, and placed on vessels.

Responsibilities

• Process daily shipyard report

• Process USCG documentation related to Kirby Barges and/or Boats.

• Ensure correctness of Certificate of Inspection and Cargo Authority Attachments.

• Ensure appropriate documentation is available online and/or Helm.

• Maintain asset data in Oasis Barge/Boat Register.

• Work closely with Vessel Document Coordinator to ensure correctness of documentation.

• Set-up and work with a central filing system using catalog and tickler methods/systems.

• Manage calendars and daily schedules.

• Schedule and coordinate departmental meetings.

• Answer, screen, and route telephone calls. Provide information and take messages as needed.

• Maintain personnel files, track, update, and schedule training for department.

• Close Purchase Orders and recode cost allocations as needed.

Qualifications

• Strong written and verbal communication skills. Ability to compose correspondence for signature.

• Excellent telephone etiquette and manner.

• Organized, detail-oriented and accurate.

• Ability to operate standard office equipment and personal computer.

• Knowledge and use of computer software: Microsoft Word, Excel, PowerPoint, Access, Oasis, and Oracle.

Working Conditions:

Office hours are 7:00am to 4:00pm Monday through Friday. Overtime as needed.

Education/ Experience:

High school diploma or GED

Previous secretarial and/or accounting experience is preferred.