Administrative Assistant I

Job Description

REPORTS TO: Project Manager

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.
  
  

General Duties

• 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.
  
  

Specialized Duties

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.
  
  

Translations

• Enter translations received in English/other language into database.
  
  

Qualifications / Knowledge / Experience

• 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.
  
  

TOOLS: N/A

DIRECTION EXERCISED: None

DISCRETION EXERCISED: None

LIAISES WITH: Project Department, Production Supervisory Personnel, Class representatives, Client Representatives, and office suppliers

Additional Guidelines

• The ability to obtain and maintain a DoD clearance may be required if deemed necessary in the scope of your position responsibilities.
• Candidates must meet the following employment eligibility guidelines to be considered for employment with Austal USA:
• 18 years of age or older at time of application
• Able to provide proof of US Person Status
• No felony convictions of Theft/Deception or Violent crimes within seven years from disposition date
• No felony convictions of Drug crimes within three years from disposition date
• Willing to submit to a drug screen
• Willing to submit to a background check
  
  

Equal Employment Commitment

Any qualified individual with a disability who is having difficulty in completing an application because of incompatible technology or other disability-related application issues may contact us at the following phone number for assistance: 251-445-1932.

Austal’s commitment to equal employment opportunity applies at all levels of employment, in all job titles, including the executive level, and to all employment actions, including but not limited to decisions concerning recruitment, hiring, training, and promotion.