Hybrid Office Manager bei Allen Marine, Inc.

Summary 

The Office Manager assists with and contributes to a multitude of projects while providing administrative support for the Shipyard. This role requires working with leadership in the department to meet deadlines and produce deliverables on a tight schedule. A successful Office manager will be highly organized, proactive, a great collaborator and will be able to anticipate and support the needs of the team. This is an on-site, in-person position.

Essential Duties & Responsibilities  

•  Coordinate visitors & communication within the Shipyard. 
• Answer the office toll-free information line with proper telephone etiquette; must sound professional, credible, pleasant, and sincere.
• Answer email inquiries professionally and with accurate grammar.
• Overseeing and organizing travel for all shipyard employees  
• Record meeting minutes and follow up on action items  
• Communicate employee attendance/absences  
• Data input for shipyard software. Tracking and wrap-up metrics for shipyard projects under supervision of Project Manager(s).
• Ensure office equipment is in working order; troubleshoot equipment problems & schedule service calls for equipment, as needed. Maintain office supplies for the division.
• Process daily mail needs.
• Maintain confidential and sensitive files.
• Follow the current office filing system and maintain a clean, organized office.
• Periodically running various errands. 
• Maintain a positive work environment for employees.
• Work with Housing/Human Resources to place employees in housing and maintain records/standards in employee housing.

• Special projects may be assigned as required by the business.

Minimum Qualifications (Knowledge, Skills and Abilities) 

• High School Diploma
• Previous office or customer service experience 
• Must be able to demonstrate accurate and efficient computer skills in Microsoft Suite. 
• Valid US driver’s license and a clean driving record.
• Must pass a security background check and 4-panel drug test.

Preferred Qualifications 

• Previous experience in the maritime, construction or tourism industry and/or a related industry preferred.
• 1+ year experience as Administrative Assistant or Office Manager with progressive responsibility.

Traits and Characteristics 

To deliver world-class experiences guided by the following Alaska Native cultural values safely and sustainably.  

Embrace Traditional Alaska Native Cultural Values that include Humility and pride, Respect for all people, including oneself, Respect for nature, Humor, Patience, Strength, and Holding each other up. 

Follow & Deliver Core Values: 

• Safety First: We prioritize our guests and team members' safety and well-being, ensuring secure and enjoyable experiences.
• World-Class Employment: We strive to be a world-class place of employment, valuing hard work, mentorship, a sense of ownership, and opportunities for career growth.
• World Class Guest Services: We are committed to exceeding guest expectations, delivering world-class experiences that showcase our hospitality and the beauty of Alaska.
• Collaborative Professionalism: Embracing collaboration within our organization with a professional spirit, understanding that amidst laughter and play, our dedication to excellence and integrity remains unwavering.
• Community Collaboration: Actively choosing to partner with neighbors and the community across Alaska, making a conscious effort to support local businesses and create social and economic opportunities through meaningful cooperation beyond our organization.
• Sustainability at our core: We are dedicated to sustainable operations for future generations.
• Curiosity & Innovation: We encourage a culture of curiosity and innovation, striving to be early adopters in technology and staying ahead in our commitment to continuous improvement.
• Integrity- Driven Decisions: Integrity guides every decision we make, ensuring transparency, honesty, and ethical conduct in all aspects of our operations.
• Cultural Respect & Sharing: We deeply celebrate and honor our Alaska Native heritage, fostering intergenerational connections, embracing family values, and contributing to the cultural richness of our communities.

Environmental Conditions 

The environmental conditions are those that an employee may be subject to while performing the essential functions of this job.  

• Environmental conditions include ambient inside temperature, ambient inside lighting, ambient to loud noise levels, all weather conditions, and occasional use of required protective clothing as needed. 

Physical Demands 

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. 

• Occasionally required to lift and/or move up to 50 pounds. 
• Ability to walk on uneven deck surfaces crossing from vessel to vessel. 
• Work is performed in an office environment and requires the ability to operate standard office equipment. 
• Must have the ability to walk short distances.

• Travel to designated ports as needed. 

Work Environment 

The work environment characteristics described here are representative of those encountered by an employee while performing the essential functions of this job.  

• This is a fast-paced and dynamic work environment with a diverse workforce. 
• Must adhere to Allen Marine, Inc., & Affiliated Companies, and the United States Coast Guard Consortium Drug & Alcohol Policies & Procedures