Crewing Administrative Support - Maritime Industry

Patriot is a maritime vessel management company with our headquarters located in Concord, CA.  We are looking for a someone to support our Crewing department in an administrative support role.   This is a hybrid position with work required from our Houston office three days/week.

Job Title: Administrative Assistant – Mariner Training & Travel

Reporting to our Crewing Manager, the Travel & Training Admin. Assistant supports the Marine Personnel Department in tracking, qualifying and vetting personnel and documentation specific to training and travel needs and related reimbursements. This includes assisting department personnel for all crewing related activities including travel and training arrangements, report submission, invoice processing, record maintenance, and correspondence while maintaining all customer and company requirements.

Responsibilities & Authorities:

• Support all training needs identified by the Crewing Manager and Crewing Coordinators including arrangements for training facilities, schedules, contacts, and contracts as well as course requirements.
• Coordinate all logistical aspects required for crew to attend specific location of training, including ground transportation and lodging.
• Process training related invoices and prepare for reimbursement under the prescribed
  policy ensuring all training reimbursement is submitted to Accounting in timely and efficient manner. This includes maintaining the training accruals on a real time basis.
• Maintain training records and certificates of completion as needed.
• Responsible for processing Drug & Alcohol consent forms, I-9 eligibility, and vessel discharge documentation.
• Communicate all processed and approved invoices to crewmember and/or Union involved, including required documentation/support and clear explanation as to why any costs were deemed non-reimbursable when applicable.
• Track, monitor and audit crew training enabling ability to forecast and communicate requirements well before expiration dates. Prepare waiver request when necessary.
• Submit training reports related to budgeting, weekly training attendance, and status of training reimbursements.
• Process, monitor and assist or complete, ManDay reports and sign on/off reporting requirement assisting with corrections when needed.
• Assist with input and maintenance of training and personnel data tracking systems
• Assist with other projects as assigned.
  
  

Qualifications:

• A minimum of 1 year experience in administrative position or closely related position
• Ability to demonstrate administrative, organization, cooperation, interpersonal and multi-tasking skills
• Ability to respond positively to crew and customers in an effective manner.
• Proficient in Office 365, Microsoft Word, Excel, One Drive, SharePoint, Concur travel, and other common
  business system applications.
• Ability to prioritize tasks and adapt to a changing environment.
• General understanding of business processes and functions
• Understanding and proficiency in general accounting skills
• Maritime Industry knowledge or prior experience a plus
• High School diploma or equivalent work experience.
• Must have ability to work overtime and nights or weekends as per workload demands.
• May require phone calls at night or on weekends as needed.

Salary : $20