Engineering Administrative Coordinator

Overview

The Engineering Administrative Coordinator provides operational and administrative support to the Engineering department and its leadership across all Centerline Logistics subsidiaries. This role serves as a coordination hub for engineering operations, maintenance planning, CMMS data management, vendor and shipyard correspondence, regulatory filing support, and cross-subsidiary communication. Success in this position requires strong organization, attention to detail, and the ability to operate effectively in a fast-paced maritime environment where priorities can shift quickly. The ideal candidate is a self-starter who can take loosely defined tasks, ask clarifying questions when needed, and move work forward independently, especially when leadership availability is limited.

Responsibilities

• Manage calendars, schedule meetings, and assist with basic travel arrangements
• Draft, proofread, and distribute internal and external correspondence, memos, and reports on behalf of the Engineering department.
• Prepare meeting agendas, capture and distribute meeting minutes, and track follow-up action items.
• Support the Engineering team in maintaining and populating the eMaint CMMS system, including data entry for work orders, planned maintenance tasks, and asset records across the fleet.
• Assist Port Engineers and CMMS Coordinators with tracking open work orders, maintenance schedules, and equipment history.
• Assist with the preparation and formatting of CAPEX and maintenance budget documents, variance reports, and executive summaries.
• Organize and maintain documentation related to drydocking scopes of work, shipyard bids, and project budgets.
• Maintain organized electronic and physical filing systems for engineering records, vessel documentation, and project files.
• Assist with the preparation and distribution of engineering policies and procedures.
• Coordinate with internal stakeholders.
• Proactively follow up with stakeholders to keep assignments moving without requiring reminders.
• Support onboarding of new Engineering team members.
• Take initiative to clarify objectives, identify missing information, and determine next steps with limited supervision.
• Research answers, anticipate needs, and propose solutions before seeking direction.
• Use sound judgment to prioritize workload, escalate issues appropriately, and maintain momentum despite ambiguity.
• Other Duties as assigned.

Qualifications

• Three or more years of administrative or coordination experience; experience in a maritime, engineering, or industrial environment strongly preferred.
• Associate's or Bachelor's degree preferred, or equivalent combination of education and experience.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with CMMS platforms (eMaint or similar) a plus.
• Strong written and verbal communication skills; able to produce clear, professional correspondence and documentation.
• Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously.
• Comfortable working with technical subject matter; willingness to develop familiarity with marine engineering terminology and regulatory frameworks.
• Demonstrated ability to interpret incomplete information, take action with minimal instruction, and progress work independently while knowing when to seek clarification.
• Must handle sensitive and confidential information with discretion.
• Reliable transportation required.

Job Condition and Environment

• Standard office environment; primarily sedentary with occasional light physical effort.
• Occasional visits to vessels, shipyards, or other marine facilities may be required.
• Must be able to lift and carry up to 30 lbs. and perform standard office tasks.

Expected Hours of Work

• Standard office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. Occasional overtime may be required based on department needs and project timelines.

Company Overview

Centerline Logistics is a leading provider of marine transportation services in the United States. Centerline Logistics operates on the United States West Coast (including Alaska and Hawaii), United States East Coast (including Puerto Rico), the United States Gulf Coast and the Mississippi River System. Services provided include the transportation and storage of petroleum products, tanker escort, ship assist, the transportation of general cargo and rescue towing. Centerline Logistics is the parent company of eight businesses specializing in marine services and a bulk liquids terminal business. Centerline Logistics provides accounting, administrative, human resources, safety and en