Shipyard Office Administrator

Illinois Marine Towing

JOB DESCRIPTION

Shipyard Office Administrator

I.          BASIC FUNCTION

Maintain positive customer relations (internal and external) through professional communications; prepare IMT Shipyard payroll for processing, billing, and project tracking; and provide ongoing administrative support as required.

II.        RESPONSIBILITIES

A.

Maintain Positive Customer Relations:

Make a positive impression on all customers, employees, vendors and guests of Illinois Marine Towing and Canal Barge Company.

Manages the reception area to ensure effective telephone and mail communication both internally and externally to maintain a professional image.

Supervises and coordinates overall administrative activities of all divisions of the shipyard.

Ensure all guests sign-in compliance with USCG secure facility regulation.

Answer incoming telephone calls and direct them accordingly, or take messages as required.

Distribute incoming mail to Shipyard staff.

Provide project updates and timelines to customers as directed.

B.

Process IMT Shipyard, Billing, Project Tracking, and Payroll Documentation:

Prepare billing documentation for all internal and external customers.

Create invoices and send to customers.

Prepare and update all shipyard divisions project tracking files.

Research original purchase price for re-bills.

Maintain IMT Lemont Shipyard internal boat projects documentation.

Record monthly Shipyard capital project hours.

Review electronic timecards for payroll submission.

Verify receipts and code vendor invoices for payment processing, routing for approval accordingly.

Manage DOT driver qualification files and vehicle maintenance records.

Reconcile chemical storage inventory monthly.

Prepare mileage reimbursements & expense reports for Shipyard employees and submit to Accounting department.

Reconcile credit card statements for Shipyard management and submit with correct expense codes and receipts to Accounting.

C.

Provide Administrative Support:

File and maintain records in a manner that is readily accessible to all employees.

Good planning and organizational skills; ability to work independently.

Order materials for each project with assistance from departmental supervisors.

Prepare monthly reports to track and monitor project progress.

Record monthly production and generate work reports for top management.

Well-developed interpersonal and communication skills.

Professional appearance and manner.

Computer literacy, specifically Email, MS Word and Excel.

Complete invoice preparation and all other administrative duties as necessary.

Assist procurement when needed by receiving deliveries and shipments.

Support managers at the Shipyard by performing administrative duties including but not limited to data entry, typing, system updates (Sinex), and ordering/maintaining office supplies.

Maintain Shipyard calendar for meetings, vacations and leadership availability.

Arrange travel for Shipyard staff when requested.

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