Administrative Office Assistant/Receptionist

Mackay Marine, is a USA headquartered, global marine electronics service company with more than 460 employees across 45 service depots in seventeen (17) countries, including the Americas, Europe, Africa, and Asia. Mackay offers competitive salaries, overtime, and benefits such as health-dental-vision-life-disability insurance, paid time off, a 401K match, and company paid pension plan.

Mackay is currently seeking an experienced Receptionist/Administrative Assistant with the skills and qualifications outlined below for our location in Dutch Harbor, Alaska.

Receptionist/Administrative Assistant Job Summary

The Receptionist/Administrative Assistant is responsible for assisting the Depot Manager with the clerical functions for a small office. Responsibilities consist of greeting visitors, answering the phone and emails, distributing/sending mail and/or parcels, maintaining files and creating/updating computer generated records and/or documents. As well as checking stock, ordering parts/materials, pricing work orders, maintaining stockroom records, and shipping and receiving.

Responsibilities include but are not limited to:

• Always follows Mackay policies and procedures.
• Acts as a receptionist by greeting guests and maintaining reception area.
• Answers telephone calls, emails, customer requests, and stock queries.
• Responds to inquiries from Human Resources, Payroll, Accounting, Marketing, IT, IS, and the executives at Corporate. Forwards all Payroll and/or Human Resources questions or matters to Corporate.
• Coordination of travel arrangements and any related documents for technicians.
• Maintain and update files, internal records, spreadsheets, reports, and correspondence.
• Data entry into Solomon database, processes sales inquiry logs and work orders.
• Coordinate distribution of incoming/outgoing mail, handle shipping requirements of the depot.
• Process weekly billing invoices and remit to customer per their instructions.
• Process expense reports, maintain internal logs for paid time off (vacation/sick), and daily time reports for service engineers.
• Prepare biweekly timesheet for supervisors’ approval review and submit to Payroll.
• Receive and fill orders; issue equipment, parts and/or supplies.
• Assigns service kits to technicians, verifies inventory used and returned, and maintains all related records.
• Contacts OEM and distributors via telephone, fax and/or e-mail to obtain availability and prices of needed equipment parts, or materials.
• Verifies goods received against purchase orders and/or requisitions to ensure completeness.
• Other duties as assigned.

Administrative Office Assistant Qualifications:

• Completion of High School at minimum, Associate degree preferred.
• 3 Years Office Administration experience
• 2 Years of Inventory experience preferred.
• Adept at multi-tasking and works well under pressure.
• Computer proficiency in Microsoft Office including Excel and Word.
• Professional appearance, punctual, and maintains confidentiality.
• Excellent phone etiquette, verbal, and written skills
• Exceptional organizational skills and commitment to meeting deadlines.
• Valid drivers license and reliable transportation required.

Mackay is an equal employment opportunity employer, a veteran’s friendly organization, and all individuals with the required experience and qualifications are encouraged to apply.

Candidates must be legally authorized to work in the U.S. and pass a thorough background check.

No recruiters – no phone calls!

Job Type: Full-time

Pay: $20.00 - $26.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Excel: 2 years (Required)
• Customer service: 3 years (Required)
• Data entry: 2 years (Required)
• Shipping & receiving: 1 year (Preferred)
• secretarial: 3 years (Required)

Ability to Relocate:

• Dutch Harbor, AK 99692: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $26