Canal Barge Inc.
Overview
Shipyard Office Administrator at Illinois Marine Towing and Canal Barge Company. Maintain positive customer relations through professional communications; prepare payroll for processing, billing, and project tracking; and provide ongoing administrative support as required. Responsibilities
Maintain Positive Customer Relations: Make a positive impression on customers, employees, vendors and guests; manage the reception area to ensure effective telephone and mail communication; supervise and coordinate administrative activities of all divisions of the shipyard; ensure guest sign‑in compliance with USCG secure facility regulations; answer incoming calls or take messages; distribute incoming mail; provide project updates and timelines to customers as directed. Process Billing, Project Tracking, and Payroll Documentation: Prepare billing documentation for all internal and external customers; create invoices and send to customers; update shipyard project tracking files; research original purchase price for re-bills; maintain shipyard project documentation; record monthly project hours; review electronic timecards for payroll submission; verify receipts and code vendor invoices for payment; manage DOT driver qualification files and vehicle maintenance; reconcile chemical storage inventory; prepare mileage reimbursements and expense reports; reconcile credit card statements with correct expense codes and receipts. Provide Administrative Support: File and maintain records; plan and organize; order materials for projects; prepare monthly reports; record monthly production and generate reports for top management; maintain interpersonal and communication standards; ensure computer literacy (email, MS Word, Excel); complete invoice preparation and other administrative duties; assist procurement with deliveries and shipments; support managers with data entry, system updates, and office supplies; maintain shipyard calendar; arrange travel; track waste manifest documents; coordinate vendor services; verify training attendance and update Learning Management Systems to ensure appropriate credit for training. Other duties: Perform other duties as required and directed by management; participate in special department projects. Relationship
The Office Administrator reports to the Strategic Development Shipyard Manager. Experience & Education
Excellent communication skills – both verbal and written Strong computer skills including advanced experience in MS Word, Excel, and PowerPoint Basic understanding of billing and accounting principles Bachelor’s degree or equivalent experience preferred At least two years of previous experience in office management Seniority level
Entry level Employment type
Full-time Job function
Administrative Industries
Human Resources Services Canal Barge Company and its subsidiaries are Equal Opportunity Employers - All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
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Shipyard Office Administrator at Illinois Marine Towing and Canal Barge Company. Maintain positive customer relations through professional communications; prepare payroll for processing, billing, and project tracking; and provide ongoing administrative support as required. Responsibilities
Maintain Positive Customer Relations: Make a positive impression on customers, employees, vendors and guests; manage the reception area to ensure effective telephone and mail communication; supervise and coordinate administrative activities of all divisions of the shipyard; ensure guest sign‑in compliance with USCG secure facility regulations; answer incoming calls or take messages; distribute incoming mail; provide project updates and timelines to customers as directed. Process Billing, Project Tracking, and Payroll Documentation: Prepare billing documentation for all internal and external customers; create invoices and send to customers; update shipyard project tracking files; research original purchase price for re-bills; maintain shipyard project documentation; record monthly project hours; review electronic timecards for payroll submission; verify receipts and code vendor invoices for payment; manage DOT driver qualification files and vehicle maintenance; reconcile chemical storage inventory; prepare mileage reimbursements and expense reports; reconcile credit card statements with correct expense codes and receipts. Provide Administrative Support: File and maintain records; plan and organize; order materials for projects; prepare monthly reports; record monthly production and generate reports for top management; maintain interpersonal and communication standards; ensure computer literacy (email, MS Word, Excel); complete invoice preparation and other administrative duties; assist procurement with deliveries and shipments; support managers with data entry, system updates, and office supplies; maintain shipyard calendar; arrange travel; track waste manifest documents; coordinate vendor services; verify training attendance and update Learning Management Systems to ensure appropriate credit for training. Other duties: Perform other duties as required and directed by management; participate in special department projects. Relationship
The Office Administrator reports to the Strategic Development Shipyard Manager. Experience & Education
Excellent communication skills – both verbal and written Strong computer skills including advanced experience in MS Word, Excel, and PowerPoint Basic understanding of billing and accounting principles Bachelor’s degree or equivalent experience preferred At least two years of previous experience in office management Seniority level
Entry level Employment type
Full-time Job function
Administrative Industries
Human Resources Services Canal Barge Company and its subsidiaries are Equal Opportunity Employers - All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
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