Office Administrator

Office Administrator Pacific Maritime Group Inc DBA Pacific Tugboat Service Inc Long Beach, CA Job Details $33 - $38 an hour 8 hours ago Benefits Paid holidays Health insurance Dental insurance Flexible spending account Vision insurance 401(k) matching Life insurance Qualifications Project reporting Employee onboarding Microsoft Excel Office activity coordination Sales transaction processing HR communication Phone communication Sales order data entry Purchase order management Mid-level Administrative experience Client invoicing Salesforce Cloud Analysis skills Accounting data entry Job order costing Sales quoting Task prioritization Decision making Team training Dropbox QuickBooks Online Employee relations management Data reporting support Sales management systems proficiency QuickBooks Personnel administration Data verification Purchasing New hire orientation Full Job Description The office administrator is responsible for providing administrative support to the Long Beach office, ensuring a seamless customer experience, and contributing to the growth of our business. The ideal candidate will be proficient in Microsoft Office, Google Suite, Sales Force, possess excellent phone etiquette, have a strong understanding of administrative tasks and a basic understanding of the maritime industry. Be a part of a great company with comprehensive benefits package and a great work culture! Job Responsibilities Clerical Support Invoicing worksheets for assigned Customers QuickBooks Online (QBO) and sales force data entry, job cost tracking, and verification of billing information Coordinate with accounting to ensure job and PO data are consistent with QBO records. Generate Sales Orders from approved Quotes in Salesforce. Maintain accurate and up-to-date job information and documentation in Salesforce. Track customer Purchase Order (PO) line items to ensure available funding for ongoing and upcoming work. Compile, organize, and analyze vessel, crane, and project data in Excel and Salesforce to support reporting and operation oversight. Collect daily vessel & crane logs from Captains and Barge Captains (centralized location) Daily catalog logs and allocate logs to their jobs. Enter vessel movement data into the Vessel Operations Report (VOR) for monthly submittal to USACE (U.S. Army Corp of Engineers) Review and analyze the Plan of the Day (POD) and daily logs to reconcile operations with Sales Orders and job quotes. Track incoming Purchase orders and ensure they match corresponding jobs and billing stages. Communicate and work closely with project managers and sales team to confirm available funding and avoid overbilling or exceeding Purchase order limits. HR support New hire orientation meet and greet as needed. Support with new hire onboarding and employee relations as needed Distribute policy broadsheets, random drug test notices, etc. as directed Act as a liaison between employees and HR. Safety Support Propose and assist with safety meetings Initial safety training for new employees Develop and maintain safety/training books, videos, guides Sales Assistant to Business Development Take calls from Customers and coordinate response Write quotes and follow up as directed Track billable hours and services as directed Outreach to local customers Inventory and re-stock: Safety gear—PFDs, safety glasses, etc. Consumable tools and materials—sanding discs, welding rod, paint supplies, etc. Hotel items—paper towels, trash bags, etc. for tugs and offices Other duties as assigned.

Qualifications Required Education:

Associate degree or Equivalent Combination of Relevant Education & Experience. 3-5 years of relevant experience, transportation related preferred. Ability to work as part of a team. Decision-making skills. Oral and written communication skills. Analytical thinking skills. Detail oriented. Ability to meet deadlines. Prioritize and multitask. Proficient with use of Microsoft Office suite, Dropbox, Salesforce, preferred. Strong administrative background, with experience in an office setting. Ability to work in a fast-paced environment and maintain a positive attitude. Physical Demands Exposure to prolonged periods of sitting and keyboard input. Adequate hearing & vision ability. Proper heat/cold tolerance, working in all weather conditions. Benefits Sick and vacation package Paid Holidays Company PAID health benefits (medical, dental, vision and life insurance) 401K with Company Match Additional voluntary benefits like, FSA, Aflac products, additional life insurance, etc. Year-end bonus opportunity. Salary $33.00 - 38.00 DOE