Insight Global · 1 hour ago
Office Manager
Seattle, WA
Full-time
Onsite
Mid Level
$60K/yr - $80K/yrInsight Global is seeking an Office Manager to provide administrative support to the Terminal Manager. The role involves managing staff schedules, handling billing and invoicing, and ensuring compliance with operational documentation.
EmploymentHuman ResourcesRecruitingSales
Hiring Manager
Christian Stringer
Responsibilities
Provide direct administrative support to the Terminal Manager, including documentation, reporting, scheduling, and communication
Maintain department files, training records, and operational documentation in an organized and compliant manner
In conjunction with the Terminal Manager, process berthing requests from cruise lines and port agents, ensuring timely communication with port and internal Nautilus departments
Receive, review, and update the berthing schedule, tracking vessel movements and operational impacts
Answer incoming calls, take messages, and support communication flow for the Terminal Management team
Open, distribute, and manage department mail and correspondence
Arrange receiving, packing, and shipping of equipment or materials via UPS, FedEx, US Mail, or courier services, maintaining detailed shipment records
Manage uniform ordering, inventory, and distribution for personnel
Oversee office supply and equipment ordering while managing the office budget responsibly
Ensure all required compliance postings, documentation, and regulatory materials are up to date and accessible
Assist with terminal operations duties as needed during cruise calls or peak activity periods
Manage part‑time hourly personnel scheduling through the company scheduling system, ensuring adequate staffing for all cruise terminal operations. This includes backfilling call outs or changes in planned schedules
Review time and attendance records, timesheets, and exception cards for payroll processing and route for Terminal Manager approval
Deliver weekly payroll checks (if applicable) and assist part-time hourly PCST employees with questions regarding payroll and company benefits
Update the HR management system with all employee status changes and ensure labor law posters and compliance materials remain current
Support local recruiting and hiring efforts when applicable for NIHC teams – MSS/TSS (or coordinate with the recruiter if one is assigned)
Work with the Terminal Manager to communicate disciplinary issues to NIHC HR and ensure adherence to labor regulations and HR procedures
Prepare invoices for Terminal Manager approval prior to final billing to cruise line clients
Assist Terminal Manager and Assistant Terminal Managers with vendor coordination, including service scheduling, contract support, and performance tracking
As instructed by Terminal Manager assist in reviewing and coding vendor invoices for approval, ensuring alignment with contracted services
Maintain accurate financial and operational records related to billing, vendor services, and cruise operations
Qualification
Required
Strong administrative skills, including scheduling, documentation, reporting, and communication support
Experience managing staff schedules, timekeeping, and basic HR coordination (payroll support, employee updates, compliance materials)
Ability to handle billing preparation, invoice review, and vendor coordination with high attention to detail
Proficient in organizing shipments, maintaining inventory (uniforms/supplies), and overseeing office budget needs
Strong organizational, multitasking, and customer‑service skills with the ability to support operational activities during busy periods
Preferred
Familiarity with HRIS, scheduling systems, or vendor management tools (nice to have)
Experience in port, cruise terminal, or transportation/logistics environments (nice to have)
Company
Insight Global
Insight Global provides top talent and staffing solutions that help job seekers find careers in healthcare, finance, IT, and government.
Founded in 2001
1001-5000 employees
H1B Sponsorship
Insight Global has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (281)
2024 (164)
2023 (75)
2022 (17)
2021 (3)
2020 (2)
Funding
Current Stage
Late StageTotal Funding
unknown2010-07-01Acquired
Leadership Team
Jared Streppa
President Of Company’s Technology Division
Recent News
Maryland Daily Record
2025-09-26
Company data provided by crunchbase