Administrative Assistant (4163-682) Tracking Code 4163-682 Job Description *This position is part-time, seasonal. JOB SUMMARY: The Administrative Assistant performs a variety of general office and administrative functions while providing office and administrative support to the job site, specifically supporting the General Manager and on-site employees. The Administrative Assistant is a key position to ensure ticket sells are processed accurately and efficiently as well as applicable reconciliations and deposits occur. This position works in conjunction with key corporate personnel regarding shared services such as HR and Accounting & Finance, all while ensuring a high level of customer service is provided to guests. Duties & Responsibilities Top Priorities: Assist with all aspects of events and trade shows (including travel arrangements) Remain true to and champion the Companys Core Values and Code of Conduct. Safety First Safety shall remain the highest priority at all times. Be an active advocate of, and participant in, the HMS Safety Culture. Consider reliability and efficiency with regard to Company operations. Operations: Provide onsite office management to include clean and efficient office operation; maintenance of office supplies, including postage and shipping/mailings; answer phone and assist management with day-to-day issues for site. Coordinate and schedule meetings via MS Outlook and any other applicable site calendar(s) Assist with development of routine correspondence and any other required documentation as requested by the General Manager; proofread and edit materials as necessary Assist with crew scheduling as needed. Management Systems: Manage site filing and organization to include: maintenance of Company files of all types, sort and distribute mail, maintain clean and efficient office operation, maintain office supplies (to include postage and shipping/mailings), answer phones, and assist General Manager with day-to-day issues for site. Client Relations: Present professional level of customer service and appearance to all clients, both internal and external; serves as Company contact, along with onsite management, to client and guests/passengers. Must work well with employees at all levels of the organization. Administration/Financial: Assist with development of routine correspondence and any other required documentation as requested by management, proofread, and edit materials as necessary. Assist with client billings and maintenance of AR files, purchasing and vendor relations. Organize vessel documents and manuals as directed Reporting: Create reports in various programs, primarily MS Excel Other Duties: Perform other duties as assigned. Minimum Qualifications & Requirements: HS Diploma or equivalent Valid Transportation Worker Identification Credential (TWIC) if applicable, and/or ability to obtain and maintain Valid First Aid/CPR Certification, and/or ability to obtain and maintain Valid Drivers License Copy of DD214, if Veteran status Skills & Abilities: Adept with confidential, sensitive matters and information Must be organized and be able to multi-task; ability to effectively manage multiple varying deadlines. Excellent written and verbal communication skills; must be able to communicate effectively - both orally and written Complete work assignments as directed and efficiently Must be a self-starter and be proactive Strong interpersonal skills are required Proficient in Excel, Word, PowerPoint, Outlook Exceptional customer service skills Experience: Minimum of three (3) years of similar administrative experience including secretarial duties, office management, human resources and budgeting Familiar with cash handling and registers Proven track record of working successfully in a team environment Other: Must be at least 18 years of age Submit to and pass alcohol and drug tests as mandated by the USCG including pre-employment, random, reasonable suspicion and post-accident/incident Working Condititons: The majoritywork is performed in an indoor environment with a moderate noise level. At times, some work may be performed in outdoor conditions with exposure to various temperatures and weather conditions, along with a moderate to loud noise level. The Marine operation is subject to varied wake and motion. Physical Requirements: Ability to stand and walk on nearly a frequent basis Ability to sit for long periods of time Ability to bend, rotate and reach frequently Ability to carry, push/pull and/or lift materials weighing upwards of 25 lbs. Ascending/descending stairs or ladders safely Ability to manipulate/handle/grip materials required to perform job Ability to maneuver through/in/around small and/or confined areas within ticket booth and office areas Must be able to maintain both static and dynamic standing balance to complete various duties associated with job Must be capable of performing emergency duties as listed in the vessels station bill EEO Job Location St. Petersburg, Florida, United States Position Type Part-Time