Executive Assistant

Overview

Provides support for various administrative functions including legal, human resources, accounting, and the executive team. Specifically; interface with operations, safety, human resources, accounting, nurse case managers, insurance, attorneys and other parties to ensure claims processes are followed from start to finish.  Ensure compliance is met on state, federal and maritime laws.  Analyze and develop the administrative processes and procedures to maximize effectiveness and efficiency.  Reconciliation of crew travel. Maritime/Jones Act experience preferred. 

Responsibilities

• Executive Team
  • Scheduling of appointments, coordination of calendars, and travel bookings as required
  • Other tasks as assigned
• Claims / Legal
  • Follow-up on all cases, including the investigations, and keep all documentation current.
  • Track and maintain all emails and correspondence.
  • Maintain contact with employee and nurse case manager through the claims process.
  • Track Maintenance & Cure and Continuation of Voyage to ensure payments are correct.
  • Gather all Hull damage claim reports and Oil Pollution Incidents. Work with Operations/HSQ department, and surveyor and/or counsel.
  • Track all expenses for reimbursement of insurance.
  • Notification of Insurance (entities P&I/Hull & Machinery)
  • Work with Safety Managers and/or Nurse Case Managers on the current status of an employee’s claim.
  • Work with insurance companies to confirm claims are being managed.
• Accounting and Human Resources
  • Provide system admin duties on the corporate travel system and conducts travel credit card expense reconciliations.
  • Assist the HR, Legal and Accounting department and management with various research projects and/or special projects

Qualifications

• Bachelor's degree and a minimum of five years of adminstrative experience.
• Strong people and operational management skills.
• Extensive knowledge of medical conditions and terminology.
• Excellent oral, written communication and interpersonal skills. 
• Ability to deal with others using courtesy, tact, and good judgment. 
• Maintain the confidentiality of all sensitive communications. 
• Ability to understand and execute complex oral and written instructions. 
• Proficient computer skills using Microsoft Word, Excel and Outlook.

Job Condition and Environment

• Duties are performed in a normal office environment while sitting at a desk
• May be required to support occasional outdoor events.
• Must be physically fit and able to perform normal office tasks such as carrying and putting away office supplies and groceries. Able to push a supply cart and lift and carry up to 30 lbs.
• Must have reliable transportation and be able to run errands

Expected Hours of Work

• Normal office hours are 8:00am to 5:00pm Monday through Thursday
• Friday is an optional remote work from home day

Company Overview

Centerline Logistics is a leading provider of marine transportation services in the United States. Centerline Logistics operates on the United States West Coast (including Alaska and Hawaii), United States East Coast (including Puerto Rico), the United States Gulf Coast and the Mississippi River System. Services provided include the transportation and storage of petroleum products, tanker escort, ship assist, the transportation of general cargo and rescue towing. Centerline Logistics is the parent company of eight businesses specializing in marine services and a bulk liquids terminal business. Centerline Logistics provides accounting, administrative, human resources, safety and environmental services, and other support to the subsidiary companies.

The Company offers Medical, Dental, Vision, Life and AD&D options to our employees and their eligible dependents after meeting Company requirements. 401(k) options, Disability Insurance, sick pay, vacation pay, 10 paid holidays per calendar year (subject to work schedule) and Healthcare and/or Dependent Care FSAs are also available to our employees after meeting Company requirements. All benefits information may be subject to change based on any current or updated benefit plan year changes and/or Collective Bargaining Agreements.

We are an Equal Employment Opportunity and Drug Free Work place. Pre-employment drug testing is required.