INACTIVE
Full-Time
Administrative Assistant 1
Posted on 10/4/2025
Austal USA
No salary listed
Mobile, AL, USA
In Person
US Citizenship Required
Category
 Administrative & Executive Assistance (1) |
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Required Skills
Word/Pages/Docs
Excel/Numbers/Sheets
PowerPoint/Keynote/Slides
Requirements
- 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
Responsibilities
- 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
- 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)
- Collate information for and publish 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
- 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
- Enter translations received in English/other language into database
Desired Qualifications
- 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
INACTIVE