Administrative Assistant I

REPORTS TO: Project Manager

AUTHORITIES / RESPONSIBILITIES:

Secretarial Duties

• Attend and minute all Project related meetings.

• Preparation of cover letters and generating (via dictation) correspondence to Class, Client and Flag Authorities.

• Update Vessel Issues Lists as issues/comments are received from Client, Class and Flag Authorities.

• Construct Flow Charts, Presentations and Spreadsheets as required.

• Maintain Project document controls in a current status at all times.

• Carry out all mailing duties for incoming and outgoing mail for the Project and the Project Team.

General Duties

• Filing for Project Team and maintenance of these files.

• Photocopying and binding of documentation to be issued to Client, Suppliers, Production, Class and Flag Authorities.

• Distribution of incoming and sending outgoing faxes.

• Maintaining office equipment and the stocking/storage of office supplies.

• Issue and tracking project cameras.

• Downloading, cataloguing and archiving digital and paper photographs as required.

• Distribute and collect Project Team’s time sheets and return to payroll once completed.

• Assisting Admin. personnel in locating staff when urgently required.

• Maintain project team mail trays.

• Collate information for and publish

• Vessel Completion Checklist (VCCL)

• Aluminium Construction Checklist (ACCL)

• Notification, (Class, Flag and Client) scheduling and subsequent archiving of all Surveys.

• Book accommodation, meeting rooms, restaurants, training rooms etc. as required.

• Coordinate job interviews and record performance when necessary.

• Collate and maintain vessel manuals and track manual usage.

Specialized Duties

Archives / Technical Library

• Maintain a database for items received and issued from the Technical Library.

• Archiving of Project Department files on completion of each project.

• Lead efforts to operationally integrate and streamline Departmental reports and procedures.

• Responsible for access to the Technical Library.

• Responsible for gathering, collation and presentation of all Handover related documentation required by the Project Contract and Specification to the Client.

Translations

• Enter translations received in English/other language into database.

QUALIFICATIONS / KNOWLEDGE / EXPERIENCE:

• Proven secretarial experience and skills (shorthand a plus).

• A sound knowledge of Microsoft Office, including Word, Excel, PowerPoint, Access Database and Outlook.

• Good communication skills.

• Excellent organizational skills

• Strong attention to detail and accuracy

• Excellent written and presentation skills

• Ability to multitask projects

• Ability to maintain the confidentiality of projects affairs.

• Ability to contribute as part of a team.

TOOLS: N/A

DIRECTION EXERCISED: None

DISCRETION EXERCISED: None

LIAISES WITH:  Project Department, Production Supervisory Personnel, Class representatives, Client Representatives, and office suppliers

ADDITIONAL GUIDELINES:

• The ability to obtain and maintain a DoD clearance may be required if deemed necessary in the scope of your position responsibilities.

• Candidates must meet the following employment eligibility guidelines to be considered for employment with Austal USA:

• 18 years of age or older at time of application

• Able to provide proof of US Person Status

• No felony convictions of Theft/Deception or Violent crimes within seven years from disposition date

• No felony convictions of Drug crimes within three years from disposition date

• Willing to submit to a drug screen

• Willing to submit to a background check

Equal Employment Commitment

Any qualified individual with a disability who is having difficulty in completing an application because of incompatible technology or other disability-related application issues may contact us at the following phone number for assistance: 251-445-1932.

Austal’s commitment to equal employment opportunity ap