Administrative Assistant I - Mobile, AL

Job Description
ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps. Unless specifically stated otherwise, this role is "On-Site" at the location detailed in the job post.
Job Description
REPORTS TO: Project Manager
AUTHORITIES / RESPONSIBILITIES:
Secretarial Duties
Attend and minute all Project related meetings.
Preparation of cover letters and generating (via dictation) correspondence to Class, Client and Flag Authorities.
Update Vessel Issues Lists as issues/comments are received from Client, Class and Flag Authorities.
Construct Flow Charts, Presentations and Spreadsheets as required.
Maintain Project document controls in a current status at all times.
Carry out all mailing duties for incoming and outgoing mail for the Project and the Project Team.
General Duties
Filing for Project Team and maintenance of these files.
Photocopying and binding of documentation to be issued to Client, Suppliers, Production, Class and Flag Authorities.
Distribution of incoming and sending outgoing faxes.
Maintaining office equipment and the stocking/storage of office supplies.
Issue and tracking project cameras.
Downloading, cataloguing and archiving digital and paper photographs as required.
Distribute and collect Project Team's time sheets and return to payroll once completed.
Assisting Admin. personnel in locating staff when urgently required.
Maintain project team mail trays.
Collate information for and publish
Vessel Completion Checklist (VCCL)
Aluminium Construction Checklist (ACCL)
Notification, (Class, Flag and Client) scheduling and subsequent archiving of all Surveys.
Book accommodation, meeting rooms, restaurants, training rooms etc. as required.
Coordinate job interviews and record performance when necessary.
Collate and maintain vessel manuals and track manual usage.
Specialized Duties
Archives / Technical Library
Maintain a database for items received and issued from the Technical Library.
Archiving of Project Department files on completion of each project.
Lead efforts to operationally integrate and streamline Departmental reports and procedures.
Responsible for access to the Technical Library.
Responsible for gathering, collation and presentation of all Handover related documentation required by the Project Contract and Specification to the Client.
Translations
Enter translations received in English/other language into database.
Additional Qualifications/Responsibilities
QUALIFICATIONS / KNOWLEDGE / EXPERIENCE:
Proven secretarial experience and skills (shorthand a plus).
A sound knowledge of Microsoft Office, including Word, Excel, PowerPoint, Access Database and Outlook.
Good communication skills.
Excellent organizational skills
Strong attention to detail and accuracy
Excellent written and presentation skills
Ability to multitask projects
Ability to maintain the confidentiality of projects affairs.
Ability to contribute as part of a team.
TOOLS: N/A
DIRECTION EXERCISED: None
DISCRETION EXERCISED: None
LIAISES WITH: Project Department, Production Supervisory Personnel, Class representatives, Client Representatives, and office suppliers
ADDITIONAL GUIDELINES:
The ability to obtain and maintain a DoD clearance may be required if deemed necessary in the scope of your position responsibilities.
Candidates must meet the following employment eligibility guidelines to be considered for employment with Austal USA:
18 years of age or older at time of application
Able to provide proof of US Person Status
No felony convictions of Theft/Deception or Violent crimes within seven years from disposition date
No felony convictions of Drug crimes within three years from disposition date
Willing to submit to a drug screen
Willing to submit to a background check