Job Summary
The Warehouse Clerk, Engineering Administrative Assistant, is responsible for shipping and receiving all inventory, maintaining tug repair parts and supplies, assisting the SPE in maintaining the containment area and environmental cage, and maintaining company vehicles. Collects, organizes, and logs all data, sample boxes, and ships Tug lube and coolant samples. The engineering administrative assistant will greet, welcome, and direct visitors and notify company personnel of visitor arrivals. The engineering administrative assistant will handle all engineering administrative tasks across tug, fleet, and various departments within the organization.
Key Interactions
Company employees, executive leadership, senior client leadership, mariners, industry associations, and 3rd party vendors
Knowledge, Skills, and Qualifications
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Ability to communicate effectively and professionally in all business interactions
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Adhere to all company policies and applicable regulations
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Analyze, troubleshoot, and resolve issues, escalating when appropriate
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Demonstrate professionalism, sound judgment, and customer service in all interactions
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Demonstrated ability and willingness to learn new tasks and assume additional responsibilities in response to changing business needs
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Experience in drafting, writing, and collecting reports
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Experience working in the tug maritime industry
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Interpret and follow complex written and verbal instructions
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Knowledge of working in a maritime environment and experience with additional standards for safety drills, evacuation, and emergency plans
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Learn and apply company policies, procedures, and the Towing Safety Management System
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Maintain confidentiality of sensitive business and personnel information
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Manage multiple priorities while maintaining accuracy and service standards
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Requires proficiency in standard business hardware and software, including Microsoft Office and web-based systems
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Strong attention to detail, analytical ability, and problem-solving skills
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Strong ethical conduct, professionalism, and strong interpersonal skills
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Support departmental and organizational goals and objectives
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Work independently and collaboratively in a team environment
Essential Functions:
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Ability to assist engineering personnel as needed
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Ability to comply with company safety procedures, PPE requirements, and applicable regulatory standards while performing assigned duties
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Administers procedures of the environmental cage, Tug disposals, and disposal log
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Assist project engineers in logging formal documents for traceability of the company and audit standards
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Assist project engineers in managing engineering digital document storage organization structures while ensuring all documents and forms are in an accessible area for easy location by employees
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Assists SPE with warehouse and facility hurricane preparations
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Cleans and maintains the environmental cage for inspection
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Collects, organizes sample boxes, maintains sample spreadsheets, and ships Tug lube and coolant samples
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Conducts monthly facility inspections with company reps, makes repairs, and reports to SPE
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Ensures all paperwork for environmental pickup is in order, and records are kept accordingly
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Ensures proper use and disposal of the Tug crew’s waste in the Environmental Cage; trains Tug crew as needed
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Ensures scheduled maintenance, repairs, and lube changes are completed for company vehicles
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Implementation of Tug data for engineering systems of equipment components, specific to Tug (class)
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Keep the engineering office in a tidy, sanitary, and organized condition
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Loads battery cores when placing new battery orders, ensures core charges are deducted from accounts, and issues PO numbers
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Maintains and schedules repairs to office and building spaces
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Maintains annual load tests on shoplifting beam, tools, and fuel hose
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Maintains the collection, storage, and disposal of all battery cores from Tugs
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Maintains paint can drying “yellow box” and proper disposal of all dry paint cans
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Maintains security procedures for keys, parts, the cage, and toolboxes
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Maintains supply and inventory of all repair and specialty tools
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Maintains tags and annual state inspections, washes and details the inside of vehicles as needed
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Maintains the building, facility, grounds, and warehouse for housekeeping and cleanliness
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Maintains, schedules repairs, and inspects all emergency generators, pumps, and air compressors
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Orders and stocks rags for tug use and issues purchase order (PO) numbers upon delivery
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Performs monthly tool and parts inventory and reports for approval by SPE
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Performs other duties as assigned, as related to the position
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Picks up and delivers parts, supplies, and large items (appliances, water heaters, etc.)
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Prepares and sends daily, weekly, and monthly vehicle inspections and mileage reports
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Receives, stocks, inventories, and issues rope and lines as requested by operations
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Reports all parts “issues and transfers” for approval by SPE
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Run parts in town and to the shipyard or other Ports; picks up needed supplies
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Schedules all pickups and issues PO numbers for dirty filters, oily rags, bilge slops, paint waste, and light bulbs
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Schedules and ensures proper disposal of used tires and submits proper paperwork for them
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Schedules and maintains the facility's annual fire inspection (smoke detectors & extinguishers)
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Schedules and orders for the supply of new tires as needed for tug fendering
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Stocks, storeroom, and kitchen items
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Supports the engineering staff with daily responsibilities
Education
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High school diploma or GED required; an advanced degree is preferred
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An equivalent combination of education and relevant experience may be considered
Required Licensure & Certifications
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A valid driver's license is required if operating a company vehicle or traveling between company locations is an essential function of the position
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Must possess a valid Transportation Worker Identification Credential (TWIC) or be able to obtain one within a specified timeframe as a condition of employment.
Working Conditions
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Work hours will be assigned based on business needs; however, work hours will typically be Monday-Friday from 7:30 am to 4:30 pm. Work hours may include evenings, weekends, holidays, or after-hours assignments as required by business needs and approved by management
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Occasional travel may be required to attend training, seminars, work-related events, or operational needs
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Work will be performed in the office and in the field environments
Special Projects
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Assist the management and/or executive team when requested to complete special projects and complete all assignments within a negotiated time frame established by the department manager
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Completion of other duties as assigned by the department manager, as it relates to the program and position
Behavioral Competencies
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Ability to prioritize work, manage competing demands, and meet established deadlines
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Ability to effectively organize work and maintain productivity in a fast-paced environment
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Demonstrates reliability, accountability, and professionalism
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Collaborate effectively with others to achieve departmental and organizational goals
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Contributes to business continuity by communicating effectively and managing stakeholder expectations
Communication & Listening
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Ability to actively listen, understand information, and respond appropriately to verbal and written communications
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Demonstrates initiative in identifying opportunities for improvement and operational efficiencies.
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Seeks guidance and support when necessary to ensure the successful completion of assigned responsibilities
Essential Job-Related Physical & Mental Requirements
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position
Physical:
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Ability to access operational facilities, including vessels, docks, and marine environments, safely as required to perform assigned duties
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Ability to ascend and descend stairs
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Ability to bend, twist, kneel, stoop, and/or reach for items
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Ability to communicate effectively in person, by telephone, and through written communications
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Ability to handle, move, and manipulate office materials and equipment as necessary to perform assigned duties
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Ability to safely operate a motor vehicle when driving is an essential function of the position, with or without reasonable accommodation.
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Ability to perceive audible safety signals, alarms, communications, and instructions, with or without reasonable accommodation
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Ability to move around within an office setting and/or other locations as needed
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Ability to move throughout the office and operational locations as necessary to perform assigned duties
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Ability to operate standard office equipment, including computers, telephones, printers, and related equipment
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Ability to operate vehicles and machinery as needed within the scope of work
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Ability to push, pull, and/or squat
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Ability to read, prepare, and review written documents and electronic communications
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Ability to remain in a stationary position for extended periods while working at a computer workstation
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Ability to lift, carry, push, pull, or move materials and equipment weighing up to 50 lbs., as required to perform essential job functions
Mental:
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Ability to accept constructive criticism
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Ability to analyze information, solve problems, and make sound business decisions
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Ability to anticipate needs
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Ability to communicate effectively verbally and in writing to perform essential job functions, including communicating safety information, operational requirements, and business-related documentation
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Ability to complete required training and maintain applicable certifications
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Ability to cultivate a positive working environment
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Ability to deal professionally, ethically, and effectively with customers, co-workers, vendors, and the public, including providing professional courtesy, tact, decision-making skills, prompt responsiveness, efficiency, and courteous customer service and assistance to all
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Ability to express oneself clearly and effectively, orally and in writing, and use ethical and professional judgment
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Ability to maintain professionalism and effective working relationships
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Ability to maintain regular attendance and punctuality
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Ability to manage multiple assignments and meet deadlines
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Ability to multitask and plan time efficiently
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Ability to work independently and complete assigned responsibilities with appropriate direction
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Ability to solve practical problems as they relate to the position
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Ability to understand and apply job-related policies, procedures, and instructions
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Requires the ability to treat everyone professionally with courtesy, decency, and respect
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Requires the ability to work collaboratively in a team setting
Worksite Environmental Conditions
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Ability to work alone
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Ability to work closely with others
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Ability to work scheduled and occasional extended hours, weekends, holidays, or emergency assignments as required by business needs
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May be exposed to excessive noises
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May be subjected to both inside and outside environmental conditions, which include variations in temperature, dampness, humidity, heat, and cold
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May be subjected to exposure to fumes, dust, gases, and/or chemicals
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May be subjected to water and/or liquids
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Potential exposure to environmental conditions associated with operational facilities
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Regular use of computers, telephones, printers, and other office equipment
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Travel by motor vehicle, van, bus, or plane
This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Management reserves the right to modify, assign, or remove duties as business needs dictate.
The Company is an Equal Opportunity Employer and is committed to maintaining a workplace free from discrimination and harassment. Employment decisions are based on business needs, job requirements, and individual qualifications. All qualified applicants and employees will receive consideration without regard to any characteristic protected by applicable federal, state, or local law. Qualified individuals must be able to perform the essential functions of the position, with or without reasonable accommodation. The Company provides reasonable accommodations to qualified individuals with disabilities and for sincerely held religious beliefs and practices, unless doing so would impose an undue hardship. Individuals needing an accommodation during the application process or employment should contact Human Resources.
