Adminsitrative Assistant
Location: Mobile, AL AUTHORITIES / RESPONSIBILITIES:
Secretarial Duties
- Attend and minute all Project related meetings.
- Preparation of cover letters and generating (via dictation) correspondence to Class, Client and Flag Authorities.
- Update Vessel Issues Lists as issues/comments are received from Client, Class and Flag Authorities.
- Construct Flow Charts, Presentations and Spreadsheets as required.
- Maintain Project document controls in a current status at all times.
- Carry out all mailing duties for incoming and outgoing mail for the Project and the Project Team.
- Filing for Project Team and maintenance of these files.
- Photocopying and binding of documentation to be issued to Client, Suppliers, Production, Class and Flag Authorities.
- Distribution of incoming and sending outgoing faxes.
- Maintaining office equipment and the stocking/storage of office supplies.
- Issue and tracking project cameras.
- Downloading, cataloguing and archiving digital and paper photographs as required.
- Distribute and collect Project Team’s time sheets and return to payroll once completed.
- Assisting Admin. personnel in locating staff when urgently required.
- Maintain project team mail trays.
- Collate information for and publish
- Vessel Completion Checklist (VCCL)
- Aluminium Construction Checklist (ACCL)
- Notification, (Class, Flag and Client) scheduling and subsequent archiving of all Surveys.
- Book accommodation, meeting rooms, restaurants, training rooms etc. as required.
- Coordinate job interviews and record performance when necessary.
- Collate and maintain vessel manuals and track manual usage.
Archives / Technical Library
- Maintain a database for items received and issued from the Technical Library.
- Archiving of Project Department files on completion of each project.
- Lead efforts to operationally integrate and streamline Departmental reports and procedures.
- Responsible for access to the Technical Library.
- Responsible for gathering, collation and presentation of all Handover related documentation required by the Project Contract and Specification to the Client.
- Enter translations received in English/other language into database.
- Proven secretarial experience and skills (shorthand a plus).
- A sound knowledge of Microsoft Office, including Word, Excel, PowerPoint, Access Database and Outlook.
- Good communication skills.
- Excellent organizational skills
- Strong attention to detail and accuracy
- Excellent written and presentation skills
- Ability to multitask projects
- Ability to maintain the confidentiality of projects affairs.
- Ability to contribute as part of a team.
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