Operations Administrative Assistant

Overview

The Centerline Gulf Operations Administrative Assistant works with the operations department to organize all aspects of crew changes.

Responsibilities

• Ensures that crew members are booked for travel on the appropriate crew change dates to the correct locations.
• Minimize travel expenses through planning and utilization of any/all available discounts with the Travel department.
• Ensure tugs and barges are properly crewed and operated.
• Maintain a calendar tracking crew member’s time off and ensure the Company has proper crewing.
• Keep crew schedule updated and operations apprised of any fleet needs.
• Assists in scheduling crew changes and calling crewmembers.
• Provide various billing and administrative support for dispatch.
• Assist with the onboarding of new crew members.
• Independently operate the company telephone system. Respond to questions; take messages, route, and screen as appropriate.
• Contact and schedule maintenance and repairs with vendors and sub-contractors for facility issues as needed.
• Monitor timeframes/deadlines for warranty items and regularly scheduled facility maintenance.
• Coordinate day to day operational needs with Operations Manager.
• Receive and distribute daily mail and deliveries to local employees and forward applicable mail and deliveries to HMS Departments.
• Coordinate paperwork filing and distributions to local Human Resources and Accounting needs with Seattle.
• Distribute information to vessels and employees including: notices, newsletters, memos, checks, and other information as directed.
• Manage lobby and conference room organization.
• Ensure the office is sufficiently stocked with appropriate supplies and assist with general office tidiness and cleanup as necessary.
• Assist with lunches and other events including setup and cleanup.
• Compose and deliver purchase orders as needed.
• Maintain the confidentiality of all sensitive communications.
• Other duties as assigned.

Qualifications

• Maritime industry experience required.
• Knowledge of oil transportation industry preferred.
• Proficient with Microsoft Suite (Excel, Work, Outlook, etc)
• Working knowledge of office management theories and practices.

• Ability to get along with office staff and vessel crew members.

• Ability to deal with others using courtesy, tact, and good judgment. 

• Maintain the confidentiality of all sensitive communications.

• Ability to understand and execute communications.

• Ability to understand and execute complex oral and written instructions.

• Ability to work independently on assigned tasks with minimal or no guidance.
• Must be able to read, speak, write, type, and understand English in person and over telephone.

• Valid State driver's license.


• Valid TWIC or must obtain within 90 days after hire.

Job Condition and Environment

• Required to sit for long periods of time.
• Infrequent light physical effort required.
• May be required to occasionally board tugs and barges.
• Work with computers, fax machines, copiers, telephones.

Expected Hours of Work

• Normal office hours are 8:00 a.m. to 5:00 p.m. Monday through Friday.
• May be required to work overtime based on the department demands and goals.

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.