Trades Administrative Assistant

JOB TITLE: Trades Administrative Assistant

REPORTS TO: Trades Coordinator

SUMMARY

Responsible for a smooth and efficient onboarding process for all potential employees including ensuring all documents are received timely, coordination with the safety team to set up safety training and required paperwork is submitted to HR. Works with the project leadership to ensure time is input correctly every week and per diem is accurately distributed. Work with temporary talent agencies to fill any resource gaps.

ESSENTIAL DUTIES & RESPONSIBILITIES

Responsibilities also include but are not limited to:

Coordinate onboarding, ensure future employees submit all necessary documentation to the correct department.

Submit badging requests and keep an up-to-date database of each employee’s access and expiration dates.

Coordinate new hire training, initial training and refresher training. Maintain records of completion

Assist with travel arrangements.

Perform travel briefings to include location of muster site, supervisor contact information, parking instructions, IMIA standards and expectations.

Coordinate badge pickup.

Review weekly time and per diem to ensure accuracy prior to submission to finance.

Fill out employee transfer forms.

Take meeting minutes.

Sends out weekly onboarding progress tracker.

Sends out weekly badging expiration reminders.

Sends out weekly training reminders.

Sends notification to all necessary parties of travelers (names and destinations).

Sends employee transfer notifications to necessary superintendents.

Other Duties as assigned.

SUPERVISORY RESPONSIBILITY

None

KNOWLEDGE, SKILLS, AND ABILITIES

Must be able to stay focused in a fast-paced environment.

Well organized, tracking multiple moving pieces across the business unit.

Good written and verbal communication.

Strong computer skills. Proficient in Microsoft products.

Must be Dependable, reliable, and accurate.

Work well with changing priorities, and under stress.

Self-starter who requires little oversight to accomplish their duties.

EDUCATION AND EXPERIENCE

2 years of administration experience.

1 year experience in the maritime industry.

WORKING CONDITIONS

Work is primarily performed in an office environment. Occasional visits to industrial work sites, or shipyards may be required. Occasional walking, standing, sitting, crouching, climbing, or crawling may be required. When required Personal Protective Equipment must be worn 9i.e. steel toes boots, hardhats, and eye-protection).

Occasional travel may be required.

EQUIPMENT USED

Computer, telephone, fax machine, copy machine, adding machine, scanner, computerized project resource management and tracking software.

REASONABLE ACCOMMODATIONS

May be made to enable qualified individuals with disabilities to perform essential job functions.