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Prism Maritime LLC · 5 days ago

Administrative Assistant I, II

Chesapeake, Virginia, United States

Full-time

Onsite

Entry, Mid Level

1+ years exp

Prism Maritime LLC is a premier maritime service provider supporting US Maritime and Shore-based clients. They are seeking an Administrative Assistant to handle various administrative tasks, including data entry, correspondence, and document organization, while supporting different business functions within the organization.

Information Technology

Comp. & Benefits

No H1B

U.S. Citizen Only

Responsibilities

Organizing paperwork from various departments and return to proper department for finalization

Transfer paper-based records onto computerized systems

Assists in the preparation of reports, technical documentation, test and inspection booklets and other textual material

Lends support with set-up and preparation of monthly progress reports, briefs, and technical reports as required

Assists in the maintenance of project archives and lessons learned

Receives, controls, organizes, and maintains documents to be stored in libraries and repositories according to company policies and security directives

Ensure all documentation provided is as per Client quality formatting requirements

Formatting may include correcting templates, fonts and style, pagination and numbering and other activities that may be required

Process / Review expense reports

Receive and process company travel requests, including booking airfare, hotel accommodations, and car rental reservations

Conducts work IAW established policies and procedures

Travel outside the local area may occasionally be required

Perform any other assignments or tasks as needed or requested by management to assist in accomplishing the organization’s mission, objectives, and goals

Assists in the preparation of reports, technical documentation, test and inspection booklets and other textual material, as well as financial databases and documents

Lends support with set-up and preparation of monthly progress reports, briefs, technical reports as required, and financial reports

Assists in the maintenance of project archives and lessons learned

Receives, controls, organizes, and maintains documents to be stored in libraries and repositories according to company policies and security directives

Ensure all documentation provided is as per Client quality formatting requirements

Schedules and attends meetings to record minutes that document discussions and decisions related to specific Operations Department business functions

Loads project budgets into the accounting system

May be routinely tasked to assist all Operations Department business areas in performing job assignments specific to the functions of that business area to expedite work results while under the tutelage of a business area manager. Some specific assignments for specialized business area functions include, but are not limited to:

Builds and validates bill of materials (BOM) for task order estimates, proposals, and fabrication quotes

Utilizes historical cost data to provide Material pricing for cost estimates and task order proposals

Collects subcontractor and vendor pricing to assist in preparing buy versus build analysis during the planning and estimating phase

Process Accounts Payable

Process/review expense reports

Receive and process company travel requests, including booking airfare, hotel accommodations, and car rental reservations

Conducts work IAW established policies and procedures

Travel outside the local area may be required

Perform any other assignments or tasks as needed or requested by management to assist in accomplishing the organization’s mission, objectives and goals