Office Manager

SSA Marine; Port Arthur (TX); On-site; USD 55,000 - 60,000; Full time

Benefits offered by this job

Health insurance

401k plan

Paid time off

Job summary

SSA Marine is seeking an Office Manager to oversee administrative functions across Port Arthur and Beaumont, TX. The role focuses on managing office operations, paperwork, schedules, and communications with internal stakeholders.

Candidates should have at least 5 years of administrative experience, a high school diploma, and a valid driver’s license. TWIC is required and experience in transportation is a plus. Monday–Friday in-office schedule with some travel to industrial areas.

Qualifications

• High school diploma required.
• Minimum of 5 years of administrative experience.
• Valid Driver’s License.
• TWIC card required.
• Experience in the transportation industry is a plus.
• Highly organized with strong attention to detail.
• Proficient with email, scheduling, and Microsoft Office.

Responsibilities

• Oversee general administrative functions of operations.
• Review and approve accounts payable.
• Maintain vessel schedules and circulate to internal stakeholders weekly.
• Manage and maintain ship files and vessel paperwork with Superintendents and General Managers.
• Coordinate with Operations Labor Managers and General Managers on sensitive information and billing documents.
• Become proficient with SSA's IFS ERP platform.
• Organize office files and inventory for streamlined processes.
• Serve as go-to for general office inquiries.
• Manage office inventory and order supplies.
• Assist in implementing internal processes and procedures.
• Answer and direct phone calls courteously.
• Maintain office records and move toward digital records management.
• Plan and coordinate office functions such as lunches.
• Ensure company policies are followed and relationships with customers/vendors are maintained.
• Travel to active industrial areas as needed.
• Other duties as assigned.

Skills

Administrative experience

Highly organized

Detail-oriented

Microsoft Office proficient

Education

High school diploma

Tools

TWIC (required)

Job description

The Office Manager is responsible for administrative functions across the region. Primary responsibilities include oversight of Port Arthur and Beaumont, TX locations. This role will be the key personnel responsible for the management, organization, and communication of administrative functions.

Essential Responsibilities

• Responsible for general administrative functions of operations.
• Review and approve accounts payable.
• Maintain vessel schedules and circulate to internal stakeholders on a weekly basis.
• Manage and maintain "ship files" and vessel paperwork. Work with Superintendents and General Managers to ensure accuracy of paperwork. Submit to appropriate internal counterparties for review and approval.
• Work closely with Operations Labor Managers and General Managers to create and codify sensitive military information and billing documents.
• Experience with Enterprise Resource Planning (ERP) systems, and must become proficient with SSA's IFS platform.
• Organize office files and inventory to ensure streamlined processes and documentation.
• Serve as a go-to for general office inquiries.
• Manage inventory to ensure there is a sufficient supply in office inventory; this would include ordering supplies and maintaining an organized supply area.
• Assist in implementing internal written processes and procedures.
• Answer and direct phone calls to appropriate personnel in a courteous manner.
• Maintain office records, and where possible, move towards digital records management.
• Plan and coordinate office functions such as lunches and other as-needed support.
• Maintain company values, rules, policies, and procedures are met to fulfill the company mission, as well as maintain productive relationships with customers and vendors.
• Responsible for special tasks requested by management and/or supervisor.
• Other duties as assigned.

Qualifications

• High school diploma
• Minimum of 5 years of Administrative experience required.
• Valid Driver’s License.
• Some knowledge of the transportation industry from a vocational education institute, apprenticeship, on-the-job training, and/or similar work experience.
• Highly organized and flexible.
• Detail-oriented and works with a high degree of accuracy.
• Working knowledge of email, scheduling, and Microsoft Office systems.
• Ability to acquire a TWIC card is required.

Work environment

• Schedule may be flexible, but the primary schedule is Monday through Friday in the office.
• Required job duties are performed in a professional office environment.
• The position may also be required to travel into active industrial areas.
• The noise level in the work environment is occasional.
• The ability to work in an environment that may be hazardous to persons unable to see and hear fast-moving equipment.

Pay Range: $55,000-60,000 per year

The posted compensation range is based on the applicable geographic market for the position and may vary depending on factors such as related experience and skill set. Final compensation will be determined based on these items and other relevant factors.

Benefits

Our Company is an Equal Opportunity Employer

Eligible employees (and their families) may qualify for medical, dental, and vision insurance, as well as having basic life and accidental death insurance, paid disability insurance, including paid parental leave if eligible, and an Employee Assistance Program. Employees will receive paid sick and vacation time, and company holidays if eligible. The company also offers paid bereavement leave, and paid jury duty. Eligible employees can enroll in our company's 401k plan, as well as a retirement plan. Employees will be eligible for discretionary and/or metric-based bonuses dependent on their position.