Office Coordinator – Honolulu, HI

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• Works with corporate HR departments to ensure region is in compliance with state and federal employment practices in addition to company policies.
• Assists with long term and daily crewing/scheduling assignments.
• Assists with the preparation of employer verification of employee licensing and drug testing certifications and annual physicals, as well as other employment related forms.
• Coordinates pre-employment and annual physicals.
• Receives and verifies completion of necessary documentation.
• Responds to general employment inquiries.
• Files documents into personnel and confidential medical employment files.
• Prepares and distributes new employee packets, maintains an adequate supply of employment-related materials.
• Ensures employees are FFD.

• Enters daily timesheet information into computerized payroll system and verifies accuracy of data.
• Addresses and corrects discrepancies prior to transmission to payroll department.
• Researches and advises all necessary corrections to any payroll detail.
• Acts as primary point of contact for vessel payroll issues and questions.

• Receives and determines payment responsibility of AP invoices.
• Accurately codes AP invoices, obtains approving authority signature and forwards to accounting department for processing.
• Creates customer invoices and follows up as needed to ensure timely payment.

• Coordinates and supervises all vendor servicing shoreside operations.
• Develops, implements, and maintains and professional filing system for regional documents in accordance with established company procedures and retention guidelines.
• Tracks regional financial expenditures and processes reimbursement documents.
• Provides administrative support to regional management staff including, but not limited to, preparing correspondence and travel/social function arrangements.
• Fills out initial safety incident reports.
• Initiates telephonic contact with medical facility after safety incidents.
• Adheres to all company policies.
• Performs special duties and other projects as assigned.
• Accomplishes all tasks as appropriately assigned or requested.

• Strong oral/written communication and human relation skills in order to interact across all lines and to cultivate and maintain positive working relationships.
• Ability to prioritize and change direction as business necessitates utilizing sound judgment skills.
• Ability to remain calm in pressure situations and remain focused with constant interruptions.
• Must be detail oriented and possess solid mathematical skills.
• Ability to handle confidential and sensitive information with diplomacy, discretion, and tact.
• Ability to learn company specific computer applications specifically SAP, corporate dispatch system, and Corporate time entry system.
• Knowledge of general office procedures and effectively utilizing related equipment including, personal computers, copiers, fax machines, telephones, and postage machines.
• Ability to use marine radios and other equipment relation to marine transportation function.
• Knowledge of general employment regulations/laws in bargaining and non-bargaining environments.
• Proficient knowledge of computer software applications, specifically Microsoft Word and Excel.
• Knowledge of generally accepted accounting procedures including accounts receivable, payable, and payroll.