Engineering Department Administrative Assistant

McAllister Towing has provided superior tugboat service to New York Harbor since 1864, when Captain James McAllister, great-grandfather to current president Brian Buckley McAllister, bought his first sail lighter to carry cargo from Manhattan to Brooklyn. Today, McAllister's tugs provide a wide variety of services to the busy ports of New York and New Jersey, serving the most concentrated and affluent consumer market in the world and handling a significant part of the 16 million tons of cargo that passes through the port every year. In addition to ship docking services and general harbor assist work, New York based tugs are regularly employed in offshore towing along the entire East Coast. 

McAllister is proud of its long history in New York Harbor and continues to provide its clients and customers with the highest quality service.

McAllister Towing of NY is seeking a highly motivated Engineering Department Administrative Assistant.  Duties and responsibilities are outlined below:  

The Engineering Department Administrative Assistant will play a critical role in supporting the day-to-day operations of the Engineering Department at McAllister Towing.  This position requires exceptional organizational skills, attention to detail, and a proactive approach to administrative tasks. The successful candidate will assist with managing schedules, maintaining records, preparing reports, handling correspondence, and providing support for various projects within the Engineering Department. The role involves close collaboration with engineers, vessel crews, and other departments to ensure smooth and efficient operations.

Key Responsibilities:

1. Administrative Support:
   • Assist the Senior Fleet Engineer / Engineering Manager and other team members with scheduling meetings, appointments, and departmental activities.
   • Organize and maintain the department’s filing system, ensuring that all technical documentation, maintenance records, and project files are up-to-date and easily accessible.
   • Manage correspondence related to engineering activities, including emails, phone calls, and other communications.
2. Document Control & Reporting:
   • Prepare and process engineering documents, including reports, work orders, and technical specifications.
   • Track and report the status of ongoing maintenance projects, vessel inspections, repairs, and any corrective actions using the Company’s maintenance management system (Sinex).
   • Ensure that all required compliance documentation is completed accurately and submitted on time.
3. Inventory & Supply Management:
   • Assist in managing the department's inventory of tools, equipment, and materials required for vessel operations and repairs.
   • Coordinate with vendors and suppliers to order parts and supplies, track shipments, and ensure timely deliveries.
4. Project Coordination:
   • Support the coordination of engineering projects and vessel maintenance schedules.
   • Maintain project timelines and communicate status updates to stakeholders.
   • Track projects, material costs, and other resources for various engineering initiatives.
5. Vessel & Equipment Maintenance Assistance:
   • Assist with coordinating routine maintenance schedules for the fleet of tugboats and other vessels, ensuring compliance with industry standards and regulations.
   • Maintain records of inspections, repairs, and certifications for all vessels and machinery.
6. Other Duties as Assigned:
   • Provide administrative support for safety programs, training sessions, and regulatory audits.
   • Handle ad-hoc requests from the Engineering Department and other company departments.

Qualifications:

1. Education:
   • High school diploma or equivalent required; Associate’s degree in Business Administration, Engineering, or a related field preferred.
2. Technical Skills:
   • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems.
   • Basic knowledge of marine engineering terminology and procedures is a plus.
3. Communication:
   • Strong verbal and written communication skills.
   • Ability to interact professionally with engineers, vendors, and other stakeholders.
4. Organizational Skills:
   • Exceptional attention to detail, organizational skills, and the ability to multitask and prioritize responsibilities effectively.
5. Problem-Solving Ability: