Marine Dept Admin Assistant

Job Description

Job Description

Description:

The Marine Department Administrative Assistant performs various clerical and administrative duties in support of the marine department, contracts, and estimating. They also provide reception by greeting, welcoming, and directing visitors appropriately, and answering and forwarding phone calls, as needed.

Roles and responsibilities

• Receive, input and process customer credit card information
• CRM data entry
• Receive request for proposal/quote and provide to estimator to determine bid status and to verify SCI's initial ability and availability to quote requested work by entering on the estimating board
• Download all specification items / drawings for request and submit to estimating manager for further review and evaluation of each request by updating the estimating board
• Create bid folder and prepare all software files for quoting purposes, to include bid program, material worksheet, drawing worksheet and drawing request forms
• Develop material listing from specifications and drawings, ensuring worksheet is available for pricing of materials by sales department in a timely manner for submittal within the quote
• Enter each specification of work into Excel bid program for pricing, listing all required paragraphs or work required within each specification, listing each contractor’s requests separately including location and period of performance. Important to be organized and thorough to ensure information is listed accurately.
• Enter customer information and obtain quote numbers from sage x3 and capture quote number in associated bid program
• Receives visitors at the front desk by greeting, welcoming, directing and announcing them
• Answers, screens and forwards incoming phone calls
• Maintains office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
• Orders front office supplies and keeps inventory of stock
• Updates calendars and schedules meetings
• Other related administrative tasks as assigned

Education/Experience requirements

• High School diploma or GED
• At least six (6) months of customer service, administrative or front desk/receptionist experience
• Proficient with Microsoft Office suite, especially Excel and Outlook

Additional requirements

• Professional, customer-service focused attitude and appearance
• Must have reliable transportation
• Solid written and verbal communication skills
• Multi-tasking and time-management skills; ability to prioritize tasks
• Must be able to pass a pre-employment drug screening

Safety

It is SCI’s policy to require safe operations and practices from all employees and to ensure our management team focuses on maintaining a safe working environment even while working in hazardous work environments.

Environment

This role operates in a professional office environment. There is a need to use a multi-line phone, computer and tablet, fax machine, copier, printer, view a security camera screen and "buzz" visitors in using a handheld remote.

Appearance

As this role is the first “face” of SCI, business casual or better in attire is required.

Physical Requirements

• Ability to lift equipment weighing up to 40 pounds (with equipment, as needed)
• Bending/squatting/kneeling/stooping/crouching

AAP/EEO Requirements

Standard Calibrations, Inc. is committed to equal employment opportunity. We recruit, employ, train, compensate, and promote without regard to race, religion, color, national origin, age, sex, disability, protected veteran status, or any other basis protected by applicable federal, state, or local law.

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