Project Management Administrator

Oceaneering; Panama City (FL); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health and wellness benefits

Retirement savings plan

Paid time off

Job summary

Oceaneering is seeking a Project Management Administrative Assistant to provide comprehensive administrative and operational support to the Project Management organization. You will help manage client visits, coordinate calendars, schedule meetings, and prepare materials for training and audits, while ensuring confidentiality and efficient communications.

Ideal candidates will have strong MS 365 skills, attention to detail, and the ability to work with multiple stakeholders in a fast-paced

Qualifications

• High school diploma or equivalent is required.
• Experience in administrative, project support, document-control, or related office roles.
• Proficiency with Microsoft 365 apps (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Ability to manage multiple priorities and meet deadlines with accuracy.

Responsibilities

• Manage Client Visits in accordance with the Client Red Carpet Treatment Process.
• Coordinate visitor calendar and report out weekly.
• Schedule internal and external meetings and coordinate virtual details.
• Prepare agendas, record meeting minutes, and maintain action-item lists.
• Assist with purchase requisitions, PO docs, invoices, and approvals follow-up.
• Prepare materials for training, audits, continuous-improvement activities, and events.

Skills

Administrative support

Project coordination

Documentation control

Customer service

Communication skills

Confidentiality

Time management

Team collaboration

Education

High school diploma

Associate degree

Tools

Microsoft 365

SharePoint

Teams

Job description

Job Description

The Project Management Administrative Assistant provides comprehensive administrative and operational support to the Project Management organization, ensuring the efficient coordination of departmental activities, and ensure clear and effective internal and external stakeholder communications. This position is responsible for managing and facilitating the Client Red Carpet Treatment process that provides a professional and seamless elevated experience for visiting clients and key internal stakeholders.

Essential

• Manage Client Visits in accordance with the Client Red Carpet Treatment Process.
• Manage the visitor calendar and report out weekly
• Manage the Welcome TV screens using OptiSign application
• Schedule internal and external meetings
• Coordinate virtual meeting details
• Physically prep conference rooms for proper meeting readiness
• Responisble to prepare agendas; record meeting minutes; and maintain action-item lists as requested.
• Assist with Overhead purchase requisitions, purchase-order documentation, invoice support, payment-milestone documentation, and follow-up on approvals or missing information.
• Manage The Project Management Conference Room / Lunch Area and ensure Customer fridge stocked and office supplies available.
• Handle project and business information with discretion and follow applicable company requirements for records, data integrity, confidentiality, and internal controls.
• Provide administrative coverage and general office support for the Project Management department during periods of high workload or employee absence.
• Order and coordiante internal and external lunches
• Escort clients on the campus
• Assist with travel arrangements, expense documentation, supply orders, organizational charts, and departmental communications.
• Help prepare materials for training, audits, continuous-improvement activities, recognition programs, and team events.
• Perform other duties and support special projects as assigned.

Required

• High school diploma or equivalent.
• Administrative, project support, document-control, customer-service, or related office experience. Equivalent education and experience may be considered.
• Advanced Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to prepare accurate business documents, maintain organized records, manage multiple priorities, and meet established deadlines.
• Effective written and verbal communication skills and the ability to work collaboratively with internal and external stakeholders.
• Ability to pass a background check and obtain a Transportation Worker Identification Credential (TWIC) when required for port access.

Desired

• Associate degree or coursework in business administration, project management, accounting, supply chain, or a related field.
• Experience supporting engineering, manufacturing, offshore, energy, or other project-driven operations.
• Experience with enterprise resource planning, purchasing, financial, document-management, or project-tracking systems.
• Working knowledge of project terminology, purchasing documentation, invoicing support, shipping documentation, and controlled records.
• Knowledge of Peoplesoft
• Experience with coordinating or supervising complex organizational systems or projects preferred.
• AI experience (professional and personally)

Knowledge, Skills, Abilities, And Other Characteristics

• Organizes work effectively, establishes priorities, and follows through on commitments with limited supervision.
• Uses sound judgment, maintains confidentiality, and handles sensitive business information appropriately.
• Produces accurate work with close attention to detail, document quality, deadlines, and version control.
• Communicates clearly and consistently and keeps appropriate stakeholders informed of status, changes, and required actions.
• Identifies missing information, resolves routine administrative issues, and escalates risks or delays to the appropriate owner.
• Adapts to changing priorities and works effectively in a fast-paced, team-oriented environment.
• Demonstrates professionalism, service orientation, initiative, dependability, and commitment to continuous improvement.

Working Conditions

• Almost exclusively indoors during the day and occasionally at night.
• Occasional exposure to airborne dust in the work place.
• Work surface is stable (flat).

Benefits Statement

We offer a comprehensive and competitive benefits package. Employee benefits vary by role, however, may include Health and Wellness, Mental Health, Retirement Savings, Life and Disability, Paid Maternity and Parental Leave, Paid Time Off, Tuition Reimbursement, and an Employee Assistance Program.

About Us

Oceaneering is a global provider of engineered services and products, primarily to the offshore energy industry. We develop products and services for use throughout the lifecycle of an offshore oilfield, from drilling to decommissioning. We operate the world's premier fleet of work class ROVs. Additionally, we are a leader in offshore oilfield maintenance services, umbilicals, subsea hardware, and tooling. We also use applied technology expertise to serve the defense, material handling, aerospace, science, and renewable energy industries.

Equal Opportunity Employer

All qualified candidates will receive consideration for all positions without regard to race, color, age, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, veteran status, disability, genetic information, or other non-merit factor.