Associate Vessel Administration Coordinator (Temporary)

The Pasha Group; Charlotte (NC); On-site; USD 29,000 - 32,000; Full time

Job summary

Akamai Vessel Operations LLC is seeking an Associate Vessel Administration Coordinator to support the Vessel Payroll and Crewing Administration team. This role focuses on accurate data entry, document management, and compliance across payroll processes.

Responsibilities include reviewing payroll packets, updating crewmember records, processing drug testing paperwork, onboarding new hires, and handling inquiries.

Qualifications

• High school diploma or equivalent required.
• At least 1+ year of related administrative experience.
• Proficiency with Microsoft Word, Excel, and Outlook.
• Ability to follow verbal and written instructions.
• Strong attention to detail and data entry accuracy.
• Good communication and customer service skills.
• Must be able to handle confidential information.
• Ability to organize and maintain filing systems.

Responsibilities

• Review and reconcile payroll packets for accuracy and completeness.
• Enter and update crewmember records and certifications in the vessel payroll system.
• Process DOT drug testing paperwork and issue random drug testing letters.
• Assign payroll numbers to new crewmembers and assist with onboarding steps.
• Submit invoices for approval and track status.
• Perform E-Verify checks for new hires and assist with audits.
• File and organize documents, both physical and digital.
• Assist with billing tasks as needed.
• Receive and respond to phone and email inquiries.
• Order and maintain supplies as needed.
• Other duties as assigned.

Skills

Instruction following

Attention to detail

Communication skills

Confidential information handling

MS Office proficiency

Data entry accuracy

Customer service

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Position at Akamai Vessel Operations LLC

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Job Summary

The Associate Vessel Administration Coordinator provides administrative support for the Vessel Payroll and Crewing Administration team.

Primary Objectives

• Assist with organizing and entering documentation as assigned.
• Perform accurate and timely data entry and document updates in internal systems.
• Maintain compliance records and filing systems.
• Contribute to smooth day-to-day operations through general administrative tasks.

Duties and Responsibilities

• Review and reconcile payroll packets and support documentation for accuracy and completeness.
• Enter and update crewmember records and certifications into the vessel payroll system.
• Process DOT drug testing paperwork and issue random drug testing letters in compliance with corporate policy and applicable regulations.
• Assign payroll numbers to new crewmembers and assist with onboarding steps.
• Submit invoices for approval and track their status.
• Perform E-Verify checks for new hires and assist with audit updates.
• File and organize physical and digital documents.
• Assist with billing-related tasks as needed.
• Receive and respond or redirect phone and email inquiries.
• Order and maintain supplies as needed.
• Other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• High school diploma or equivalent required

Work Experience

• 1+ year related administrative experience required

Required Knowledge, Skills and Abilities

• Ability to follow verbal and written instructions.
• Strong attention to detail with a high degree of accuracy with data entry
• Good communication and customer service skills.
• Ability to properly handle confidential and sensitive information.
• Basic proficiency with Microsoft Office tools including Word, Excel, and Outlook.

Competencies

• Delivers Results Rigorously drives self and others to achieve high levels of individual and organization performance.
• Focuses on the Customer & Market Continuously evaluates what is important to the customer/client and develops products or solutions that exceed expectations.
• Makes Sound Business Decisions Makes timely and well-informed decisions that advance critical priorities, capitalize on new opportunities, and resolve problems.
• Practices our Values Supports and models The Pasha Way; conduct reflects Excellence, Honesty, Integrity, Innovation and Teamwork.

PHYSICAL DEMANDS, WORK ENVIRONMENT, AND TRAVEL

Physical Demands

• Hear and speak with sufficient clarity to understand and engage in telephonic information exchange; hear and understand verbal instructions; give and receive information verbally in person or via communication device - Often
• Walk/travel within office environment, crouch/bend to access floor-level storage - Often
• Use hands/fingers to operate office equipment, type/complete data input, write - Often
• Reach with hands, arms; lift, move and manipulate objects weighing up to 20 pounds - Regularly
• Sight sufficient to read instructions, documents, and screen-based information - Often
• Use hands/fingers to manipulate and file documents, folders, small objects - Regularly

Working Environment

• Corporate office environment

Screening Requirements

Background Checks

The salary range listed is based on the geographic zone associated with this role: Mint Hill, NC. If you are applying to work from a different location, the salary range may vary to align with the cost of labor and market conditions in that area. For applicants from other zones, we encourage you to reach out to us to confirm the relevant salary range for your specific location. Starting pay will be determined by job-related factors including experience, education, and business needs and may be modified at any time.

Zone 4: $21 - $23

The Pasha Group family of companies are EOE/AA Employers - Minority/Female/Veteran/Disabled/and other Protected Categories