Office Manager - Port Arthur, TX

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

Job summary

SSA Marine, Inc. seeks an Office Manager to oversee regional administrative functions across Port Arthur and Beaumont, TX. You will manage ship files, schedules, and correspondence with internal stakeholders to ensure accurate records and streamlined operations.

The role requires strong organizational skills, at least five years of administrative experience, and a willingness to obtain a TWIC card. You will collaborate with superintendents and general managers to maintain paperwork and control

Qualifications

• High school diploma required.
• Minimum 5 years of administrative experience.
• Knowledge of transportation industry from vocational training or similar experience.
• Detail-oriented and highly organized.
• Proficient with email, scheduling, and Microsoft Office.
• Able to obtain TWIC card.

Responsibilities

• Oversee general administrative functions of operations.
• Review and approve accounts payable.
• Maintain vessel schedules and circulate to stakeholders weekly.
• Manage ship files and vessel paperwork with stakeholders.
• Coordinate with Operations Labor Managers and GMs to codify sensitive information and billing.
• Gain proficiency with SSA's IFS ERP platform.
• Organize office files and inventory for streamlined processes.
• Serve as a go-to for general office inquiries.
• Plan and coordinate office functions and supplies.
• Ensure compliance with company policies and procedures.
• Travel to active industrial areas as needed.

Skills

Administrative experience

Organization

Detail-oriented

Microsoft Office

Email & scheduling

Education

High school diploma

5+ years administrative experience

Transportation industry knowledge

Tools

ERP systems

IFS platform

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.

• 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-jobtraining, 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.

Our Company is an Equal Opportunity Employer