Office Coordinator - Marine Division

Colonial Group, Inc.; Savannah (GA); On-site; USD 25,000 - 33,000; Full time

Job summary

Colonial Group, Inc. is seeking an Office Coordinator for its Marine Division located at 101 N Lathrop Ave, Savannah, GA.

The role provides administrative support, coordinates division meetings and events, and maintains professional communication with internal teams and external vendors. The candidate will handle scheduling, purchasing, invoicing, and documentation such as US Coast Guard submissions, supplier payments, and day-to-day office tasks, requiring strong organization and multitasking

Qualifications

• High school diploma or GED required; degree in Business Administration or 1–3 years of relevant experience preferred.
• Must have good grammar and math skills.
• Excellent organizational and communication skills required.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint) and Adobe Acrobat; ability to learn new software.

Responsibilities

• Handle general office tasks such as filing and data entry.
• Manage CIP Accounts for Accounting.
• Manage all Purchasing Expenses & Submissions in Concur.
• Plan and manage all Department events, including Quarterly Meetings, Special Events, Recognition Ceremonies, and Holiday gatherings.
• Order Employee Uniforms.
• Manage Payment Schedule for Colonial Oil and Colonial Towing permits and licenses.
• Prepare and Submit US Coast Guard Applications for Crew Members.
• Prepare and Process Purchase Orders to Subcontractors.
• Review and Submit Labor Hours and Time in Dayforce.
• Coordinate weekly Colonial Towing workshops for the crews.
• Assist in obtaining invoices from vendors for A/P.
• Assist in following up on outstanding A/R payments.
• Maintain Current Organizational Charts for the Department.
• Order Supplies for the department, as needed.
• Other Duties as required.

Skills

Organizational skills

Communication skills

Grammar and math skills

Multi-project coordination

Education

High school diploma or GED

Business Administration degree or 1-3 years experience

Tools

Microsoft Office (Word, Excel, PowerPoint)

Adobe Acrobat

Job description

Colonial Group, Inc.

Position Title: Office Coordinator - Marine Division

Req # 1726

Location: 101 N Lathrop Ave, Savannah, GA 31415, USA

Job Function: Administration

Pay Type: Hourly

Job Description

Colonial Towing, Inc. specializes in providing bunkering services in the ports of Savannah, GA, and Charleston, SC. As a Colonial Group, Inc. subsidiary, Colonial Towing partners with Colonial Oil Industries, Inc. to safely deliver the highest-quality marine-grade fuels at competitive prices.

Colonial Towing, Inc. is a wholly-owned subsidiary of Colonial Group, Inc.

POSITION SUMMARY

Office Coordinator - Marine Division will be responsible for providing administrative support to ensure the efficient operation of the office while coordinating division meetings, events, and activities. We are seeking a highly organized, detail-oriented professional with excellent communication skills and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will assist management by handling administrative tasks, coordinating schedules and event logistics, and providing courteous and professional support via phone, mail, and email. To be successful in this role, candidates must demonstrate exceptional organizational and time management skills, attention to detail, accuracy in handling diverse responsibilities, and a positive, customer-focused approach as a valued member of the Marine Division team.

JOB EXPECTATIONS/DUTIES

• Handle general office tasks such as filing and data entry.
• Manage CIP Accounts for Accounting.
• Manage all Purchasing Expenses & Submissions in Concur
• Plan and manage all Department events, including but not limited to, Quarterly Meetings, Special Events, Recognition Ceremonies, and Holiday gatherings.
• Order Employee Uniforms.
• Manage Payment Schedule for Colonial Oil and Colonial Towing business permits and licenses to remain compliant.
• Prepare and Submit US Coast Guard Applications for Crew Members.
• Prepare and Process Purchase Orders to Subcontractors.
• Review and Submit Labor Hours and Time in Dayforce.
• Coordinate weekly Colonial Towing workshops for the crews.
• Assist in obtaining invoices from vendors for A/P.
• Assist in following up on outstanding A/R payments.
• Keep records of approved invoices and assist in processing invoices for payment for A/P and month end reconciliation.
• Maintain Current Organizational Charts for the Department.
• Order Supplies for the department, as needed.
• Other Duties as required.

QUALIFICATIONS

• A high school diploma or GED certificate is required.
• A degree in Business Administration or 1-3 years of relevant experience preferred.
• Must have good grammar and math skills.
• Must have excellent organizational and communication skills.
• Must be sufficiently knowledgeable in the use of Microsoft Office Products (Word, Excel, especially PowerPoint) and Adobe Acrobat.
• Must be capable of learning specialized computer software as needed.
• Must be able to work for multiple personnel and maintain a professional interface with outside consultants and other industry officials.
• Must be able to assist with multiple projects simultaneously.

Physical Requirements:

Applicant may be subject to environmental conditions such as cold, heat, exposure to noise, hazards, and confined spaces/close quarters. Applicant must be aware of work environment at all times.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to lift, stand, walk, kneel, crouch, stoop, use hands and fingers, and handle tools or controls. The employee must be able to occasionally lift and/or move up to 50 pounds.

Eligibility Requirements: Hiring is contingent upon eligibility to work in the United States.

Colonial Group, Inc. is committed to creating an environment that values and supports diversity and inclusiveness across our organizations. We encourage applications from qualified individuals who will help us achieve this mission. Colonial Group, Inc. prohibits discrimination of and will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status.

Equal employment opportunity, including veterans and individuals with disabilities.

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