Administrative Assistant handling supplier payment processes and document management for Ipiranga with a customer - focused approach in a collaborative environment.
CC
Onsite Engineering Administrative Coordinator
Posted 22 hours ago
About the role
- Engineering Administrative Coordinator providing operational and administrative support across Centerline Logistics subsidiaries. Managing engineering operations and maintaining records within a maritime environment.
Responsibilities
- Provide operational and administrative support to the Engineering department and its leadership across all Centerline Logistics subsidiaries.
- Manage calendars, schedule meetings, and assist with basic travel arrangements.
- Draft, proofread, and distribute internal and external correspondence, memos, and reports on behalf of the Engineering department.
- Prepare meeting agendas, capture and distribute meeting minutes, and track follow-up action items.
- Support the Engineering team in maintaining and populating the eMaint CMMS system, including data entry for work orders, planned maintenance tasks, and asset records across the fleet.
- Assist Port Engineers and CMMS Coordinators with tracking open work orders, maintenance schedules, and equipment history.
- Assist with the preparation and formatting of CAPEX and maintenance budget documents, variance reports, and executive summaries.
- Organize and maintain documentation related to drydocking scopes of work, shipyard bids, and project budgets.
- Maintain organized electronic and physical filing systems for engineering records, vessel documentation, and project files.
- Assist with the preparation and distribution of engineering policies and procedures.
- Coordinate with internal stakeholders.
- Proactively follow up with stakeholders to keep assignments moving without requiring reminders.
- Support onboarding of new Engineering team members.
- Take initiative to clarify objectives, identify missing information, and determine next steps with limited supervision.
- Research answers, anticipate needs, and propose solutions before seeking direction.
- Use sound judgment to prioritize workload, escalate issues appropriately, and maintain momentum despite ambiguity.
Requirements
- Three or more years of administrative or coordination experience; experience in a maritime, engineering, or industrial environment strongly preferred.
- Associate's or Bachelor's degree preferred, or equivalent combination of education and experience.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with CMMS platforms (eMaint or similar) a plus.
- Strong written and verbal communication skills; able to produce clear, professional correspondence and documentation.
- Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously.
- Comfortable working with technical subject matter; willingness to develop familiarity with marine engineering terminology and regulatory frameworks.
- Demonstrated ability to interpret incomplete information, take action with minimal instruction, and progress work independently while knowing when to seek clarification.
- Must handle sensitive and confidential information with discretion.
- Reliable transportation required.
Benefits
- Medical, Dental, Vision, Life and AD&D options to employees and eligible dependents
- 401(k) options
- Disability Insurance
- Sick pay
- Vacation pay
- 10 paid holidays per calendar year (subject to work schedule)
- Healthcare and/or Dependent Care FSAs available after meeting Company requirements
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