Update: Hired! PT Admin Assistant at West Sound Maritime, Inc.
Grow with us at West Sound Maritime in Port Townsend! $22-$25/hr, 10-15hrs/wk to start + PTO; we'll accommodate your schedule. HIRING NOW.
Position: Administrative Assistant
Job Summary: The Administrative Assistant is a strong communicator and coordinator. This person will facilitate the efficient operation of the organization by taking initiative to create and improve systems for a growing business. He or she will use keen organizational skills to perform a variety of clerical, support, and administrative tasks.
Location: Port Townsend, WA, in-person at our office.
Status: Part-time, hourly, non-exempt. Approximately 10-15, 2-3x week; hours per week, M-F.
Compensation: $22-$25/hr, DOE
Proposed Start Date: Position available immediately, start date is flexible
Instructions: Please send a brief cover letter and resume to kc@kinshiphr.com, applications received by May 10, 2022 will be prioritized. Position is open until filled. No phone calls, please.
Overview
This is a unique opportunity for an innovative and experienced administrative professional to contribute to a successful and growing locally-owned business. Bring your creativity, positivity, and attention to detail–we will accommodate your schedule and help you grow with us! This role is ideal for an ambitious, solutions-oriented individual with strong communication skills. An interest in marine work is a plus but not required.
West Sound Maritime provides professional engineering services to the maritime community in the Pacific Northwest. Projects include engineering for the design and modification of tugboats, barges, container ships, shoreside facilities, and more. With over 40 years of experience in marine design engineering, we are regularly taking on new challenges and supporting our customers’ needs in a fast-paced environment.
Job Responsibilities
Administrative assistance:
Support a small office of two marine engineers.
Create client files: Work within current paper and digital processes to organize and file client documents, intake forms and assessments, receipts, invoices, and bills. Proactively improve and maintain systems for efficient workflow.
Document, formalize, and improve existing processes and procedures related to administrative management.
Process timesheets and expense reports, using Excel and provided software (Harvest.com).
Use Google Workspace to intake and process project documents. Collate photos, hand-written notes, and reimbursement reports in online and physical folders. Maintain organization and adhere to detailed systems.
Prepare, proofread, edit, and update engineering drawings and documents. Scan, organize, and send files as needed. Complete engineer requests in a timely manner.
Attend and record minutes at staff meetings.
Implement Monday.com and other project management tools to improve workflow for this growing small business.
Over time, proactively develop policies and procedures.
Create and organize a job database and searchable projects archive using Knack.
In the future, the right candidate will maintain a website or assist with written web content creation.
Office coordination:
Order office and cleaning supplies based on inventory and anticipations. Coordinate with the cleaning assistant to maintain supply stock.
Organize and maintain an orderly supply closet.
Collect and sort mail.
Duties may change as business needs dictate. The above list is not intended to be an exhaustive list of all duties, skills and responsibilities.
Skills and Qualifications
The ideal candidate will possess the following:
Previous office support and computer experience is preferred.
Confidence with MS Office and Google Workspace applications; experience with Monday.com and Harvest is a plus.
Ability to learn new computer systems and technology quickly without guidance.
Experience evaluating and improving systems. Ability to identify holes in workflow and implement solutions.
Thrives in ambiguity with the ability to work independently and complete projects with little supervision.
Past professional experience that demonstrates a ‘self starter’ and ambitious work style.
Dedication to collaborative thinking and creativity.
Ability to communicate effectively and efficiently with professionals in a high-pressure environment or under tight deadlines.
Demonstrated ability to take initiative and utilize organizational skills.
Background or interest in marine work or engineering is a plus and will be an asset to your internal growth.
Physical requirements include prolonged periods sitting at a desk and working on a computer.
Schedule and Benefits
This position is a part-time, hourly, non-exempt position working approximately 10-15 hours per week. The schedule is expected to be consistent but can be flexible within working hours, 8a-5p M-F. There is opportunity for the role to grow in hours and responsibilities.
Benefits include:
WA State Sick Leave
Accrued PTO
Flexible schedule
Professional development opportunities
West Sound Maritime Equal Employment Opportunity Policy
West Sound Maritime provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, religion, age, sex, national origin, disability status, protected veteran status, sexual orientation, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
