Office Assistant

2 weeks ago

Burlington, Canada Mckeil Marine Limited Full time

McKeil Marine is one of Canada’s leading marine service providers. Experienced and adaptive, we deliver turn-key solutions that support our customers success in a wide range of transportation and project challenges. Customer service, safety, quality and respect for the environment are at the heart of our operations. When you join McKeil Marine you can look forward to a very competitive total compensation program and a team of passionate colleagues in a fast paced, growing organization that supports all communities in which we operate.

**OFFICE ASSISTANT - PROJECT CENTRAL OFFICE**

We have an immediate opening for an Office Assistant (12 month contract term) based out of the Port Dover location reporting directly into the Office Manager. As an integral part of the Projects Central Small Vessel Fleet Operations team, the Projects Central Office Assistant will play a large role in the efficient and effective co-ordination of many areas within the office. Specifically focused to but not limited; account reconciliation, expenses preparation, travel coordination, PO development and office coordination. Additional responsibilities include the effective administrative support to the Project Central Small Vessel Fleet functions.

**Key Duties & Responsibilities**:

- Help to maintain personnel files as directed by the office manager
- Manage company vehicle maintenance and records
- Ensure vessel files are updated and kept current, monitor status of vessel certificates and advise the Operations Superintendents of documentation that is coming due
- Maintain crew certificates to ensure all crew have valid regulatory certification while actively working on the vessels
- Administer the records of vessel personnel qualifications in Company database
- Reconcile and prepare expense reports for corporate credit cards for which travel arrangements are invoiced through as well as vessel expenses
- Review and help prepare crew travel expenses for submission to Accounts Payable
- Plan and organize logistics involved for sailing crew to and from vessel as well as office staff business travel if required
- Source the most efficient and cost-effective arrangements for all modes of transportation available while maintaining records of all itineraries
- Assist with local purchasing requirements (POs), including but not limited to, collecting and delivering small items to and from vessels operating locally, issuing and administering local purchase orders, liaising with local suppliers and vendors
- Assigned research activities as directed by the Office Manager
- Assisting with annual crew meetings details including travel and accommodations
- Be available to support through regular on-call rotation
- Perform various tasks as requested by the Projects Central Office
- Assist with other office administration duties as requested

**Minimum Qualification, Skills and Competencies Required**:

- Broad geographical knowledge of the Great Lakes
- Strong ability to multi-task while making decisions within tight timelines
- Excellent written and verbal communication skills
- Proven ability to retain information with the ability to quickly grasp new concepts

**Working Conditions/Special Notes**:

- McKeil Marine Limited is a 24/7 operating business, this role will require after hours support for emergencies when business requirements dictate
- Travel to company vessels within local ports to meet and engage with crew
- Standard office hours 8:00 am - 4:30 pm

You will join a team of passionate colleagues in a fast paced, growing organization that supports all communities in which we operate. McKeil Marine offers a very competitive total compensation program.

We thank all applicants but advise that only those selected for an interview will be contacted. McKeil Marine is committed to the principles of Employment Equity.

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