The Fleet Operations Administrative Assistant & Ship Desk Coordinator is responsible for all facets of scheduling inspections and audits for Republic of the Marshall Islands registered vessels. The assigned is expected to maintain a good practical knowledge of the Microsoft Office applications (Outlook, Word, Excel, Teams, and Power Point). Additionally, the assigned must demonstrate good written and verbal communications skills when dealing with both U.S. and foreign clients. Additionally, the assigned will also assist the Senior VP of Fleet Operations and Fleet Operations management team with duties as assigned. The following is a list of duties and responsibilities of the Fleet Operations Administrative Assistant & Ship Desk Coordinator:
Duties/Responsibilities:
• Coordinating, tracking, and scheduling safety inspections and audits for all vessels;
• Updating and entering the status of safety inspections into the Oracle Database;
• Screening USCG Advance Notice of Arrival (eNOA) forms and coordinating vessel safety inspections;
• Communicating by e-mail and telephone with ship managers and nautical inspectors regarding the scheduling of safety inspections and audits;
• Sorting and routing email correspondence to the other service areas in accordance with existing procedures;
• Review and processing of various reports relating to the inspection of vessels.
• Tracking and scheduling “overdue” inspections;
• Preparing safety inspection reports for review and processing;
• Participating in reoccurring team meetings;
• Reviewing invoices submitted by contract inspectors and forwarding to the accounting department;
• Designing and writing reports, including executive summaries, and PowerPoint presentations as requested;
• Assist the Sr VP of Fleet Operations with projects, as assigned; and,
• Other administrative tasks to support the Fleet Operations Department, as may be directed by department managers.

Education, Experience, and Required Skills:
• Bachelor's Degree required
• At least 1 year of experience working in a professional office setting
• Ability to multitask
• Ability to effectively function in a team environment
• Ability to execute duties/responsibilities with little oversight
• 1-3 years of Maritime Experience.