The Vessel Operations Administrative Assistant is responsible for maintaining high level administrative support for the following departments - vessel operations, offshore labor relations, marine personnel, purchasing and Matson's U.S. Maritime Administration Ready Reserve Force ship management program. This position is responsible for supporting two (2) vice presidents and five (5) managers. Major responsibilities of the position include:
Provide administrative support and assistance for high level company executives and managers.
Compile and file required state and federal reports, as well as prepare and compile reports for Matson's Audit Department.
Maintain procedure records and archives for 15 fully operating vessels and 3 reduced operating MARAD vessels; review USCG documents for completeness
Coordinate and organize trainings, including managing bid processes for the annual Senior Officer Training Seminar.
Coordinate vessel ETA and ETD with union halls for required night mates and night engineers
Assign and maintain weekend duty schedules
Work with RRF Port Engineers to coordinate weekly vessel status / readiness status report for MARAD and Matson's program director
Assist with MARAD RRF program reporting, document management and deliverable requirements as required
Provide vessel crewing support and assist as crewing department back up as required
Manage high volume of vessel operations vendor invoices (80+ per week), coordinating review & approval by responsible manager, reconcile as needed, researching proper coding with accountants and facilitate timely submission/payment by AP
Maintain electronic archives for incoming vessel management reports.
Oversee the budget and handle procurement of office supplies.
Complete department expense reports.
Assist with the review and editing of written documents and presentations for executive level staff.
Essential Skills and Experience
Bachelor's degree or equivalent work experience required
Prior experience as an administrative assistant or similar position.
Advanced Microsoft Word, Excel, Outlook, PowerPoint, PDF Architect software skills
Excellent oral and written communication skills
Tactful, diplomatic communication skills with peers and supervisors, as well as government agencies, vessel crew and union representatives
Experience ordering and maintaining general office equipment
Ability to multi-task/triage projects and juggle multiple deadlines.
Matson is an equal opportunity employer.
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