Engineering Administrative Assistant

Engineering Administrative AssistantJob SummaryThe Engineering Administrative Assistant offers extensive support to the engineering operations of the organization. Responsibilities include administrative assistance, project cost tracking, record and systems management, departmental correspondence and communication, coordination and scheduling, thorough document control, compliance, and cross-functional support to other administrative assistants.Role and ResponsibilitiesRole Specific ResponsibilitiesAssumes responsibility for performing a broad range of administrative tasks to enhance theEngineering Department's effectiveness and efficiencyDevelops forms and spreadsheets, including Pivot Tables, to track project costs by compiling data from various sourcesOrganizes and maintains departmental information, including vessel maintenance systems, engineering reports, technical documents, and relevant correspondenceGenerates, formats, and proofreads emails, reports, and memos with meticulous attention to detail and accuracyAssists in coordinating meetings, appointments, and travel arrangements for engineering staff, ensuring smooth communication and schedulingSupports purchasing and logistics activities, including procuring and expediting critical equipment, coordinating shipping and receiving materials, and monitoring shipments for timely completionImplements and maintains document control procedures to ensure the accuracy, completeness, and security of engineering documents and recordsEnsures compliance with relevant regulations and standards for marine transportation engineering documentation and proceduresAssists and supports other departmental administrative assistants, promoting a collaborative and efficient work environmentPerforms additional duties as assignedQualificationsEducationHigh School Diploma or equivalentAssociate or bachelor's degree preferredPrevious experience in administrative roles, preferably within engineering or a marine transportation environmentKnowledge, Skills, and AbilitiesStrong organizational skills and attention to detail with the ability to adapt quickly to changing needs and prioritiesExcellent verbal and written communication skills with the ability to flex own style as needed to influence and drive results with a variety of colleagues including crew members, customers, vendors, and shore side staffProficiency with managing and prioritizing multiple assignments and tasks while maintaining exceptional attention to detailSelf-motivated and ability to work within a fast-paced environmentCritical thinking skills and analytical abilities which allow assessments of situations and opportunitiesAbility to work within a multi-functional, organizational structure and exhibits robust interpersonal and customer focused skillsAbility to work flexible hours including weekendsExcellent proficiency within Microsoft products (Word, Excel, SharePoint, Outlook, Access, PowerPoint, Adobe Acrobat)

Created: 2025-09-15