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Administrative Assistant

The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as a comprehensive list of all responsibilities, duties, and skills required of assigned personnel.

Location: Metairie, LA Date Position Available: Immediate

Essential Duties and Responsibilities
This position is responsible for the following; other duties may be assigned as required:
1. Assisting Senior Management and Area Managers as necessary as directed by the Administrative Manager.2. Performing a wide variety of administrative duties as required by daily operations.3. Communicating with clients in a respectful and professional manner.4. Coordinating office activities and schedules, as requested.5. Coordinating survey and audit related document flow between branch offices, laboratories, and customers as necessary.6. Reviewing, editing, and issuing survey and audit reports and documents as required by company policy; confirm calculations in draft survey spreadsheets; processing invoices through accounting and assuring same are issued for cases handled.7. Filing survey and audit folders in a logical and timely manner, where applicable; update the status of the case in the database in line with current procedures.8. Ensure hours worked are allocated in the system in a timely manner, and as required by Human Resources and Payroll.9. Reviewing and distributing incoming mail and emails as assigned.10. Coordinating the purchasing of office supplies, etc. and requesting Purchase Order numbers as required for purchasing replies.11. Independently responding to emails, letters, and general correspondence of a routine nature.12. Packaging and shipping mail, UPS, FedEx, etc. items as needed.13. Ensuring employees follow Company policies and procedures as outlined in the Quality Management System.14. Maintaining a safe environment.
Required Education & Experience:
1. Associate’s Degree in Business Administration and/or equivalent work experience.2. Strong knowledge of Microsoft Office, including Word, Excel, and Outlook.3. Experience with PowerPoint, SharePoint, Microsoft Teams, and cloud storage helpful.4. Experience in the marine industry an advantage.5. Possess a strong knowledge of proper English usage, grammar, spelling, and punctuation.
Working Conditions:
1. Must possess mobility to work in a standard office setting, to use standard office equipment, including a computer, and to attend meetings at various sites away from the home office.2. Strength to lift and carry materials weighing up to 20 pounds.3. Vision to read printed materials and a computer screen.4. Hearing and speech to communicate in person and over the telephone.5. Regular work time indoors in environmentally controlled conditions, with some exposure to weather conditions, especially hot, humid, and/or rainy weather.
Necessary Equipment Operation:
Computers, copiers, scanners, printers, office telephones, fax machines.
Special Skills:
1. Commitment to company values, policies, and safety program.2. Excellent communication skills with co-workers, subordinates, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.3. Exemplary customer satisfaction skills, both in person and over the telephone.4. High performance and a strong team player.5. Highly organized.6. Ability to work independently and efficiently with minimal supervision on technical, specialized, complex, or difficult office administrative work.7. Interpreting and implementing policies, procedures, and computer applications related to the assigned work.

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Administrative Assistant

The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as a comprehensive list of all responsibilities, duties, and skills required of assigned personnel.

Location: Houston, TX Date Position Available: Immediate

Essential Duties and Responsibilities
This position is responsible for the following; other duties may be assigned as required:
1. Assisting Senior Management and Area Managers as necessary as directed by the Administrative Manager.2. Performing a wide variety of administrative duties as required by daily operations.3. Communicating with clients in a respectful and professional manner.4. Coordinating office activities and schedules, as requested.5. Coordinating survey and audit related document flow between branch offices, laboratories, and customers as necessary.6. Reviewing, editing, and issuing survey and audit reports and documents as required by company policy; confirming calculations in draft survey spreadsheets; processing invoices through accounting and assuring same are issued for cases handled.7. Filing survey and audit folders in a logical and timely manner, where applicable; updating the status of the case in the database in line with current procedures.8. Ensure hours worked are allocated in the system in a timely manner, and as required by Human Resources and Payroll.9. Reviewing and distributing incoming mail and emails as assigned.10. Coordinating the purchasing of office supplies, etc., and requesting Purchase Order numbers as required for purchasing replies.11. Independently responding to emails, letters, and general correspondence of a routine nature.12. Packaging and shipping mail, UPS, FedEx, etc. items as needed.13. Ensuring employees follow Company policies and procedures as outlined in the Quality Management System.14. Maintaining a safe environment.
Required Education & Experience:
1. Associate’s Degree in Business Administration and/or equivalent work experience.2. Strong knowledge of Microsoft Office, including Word, Excel, and Outlook.3. Experience with PowerPoint, SharePoint, Microsoft Teams, and cloud storage is helpful.4. Experience in the marine industry is an advantage.5. Possess strong knowledge of proper English usage, grammar, spelling, and punctuation.
Working Conditions:
1. Must possess mobility to work in a standard office setting, to use standard office equipment, including a computer, and to attend meetings at various sites away from the home office.2. Strength to lift and carry materials weighing up to 20 pounds.3. Vision to read printed materials and a computer screen.4. Hearing and speech to communicate in person and over the telephone.5. Regular work time indoors in environmentally controlled conditions, with some exposure to weather conditions, especially hot, humid, and/or rainy weather.
Necessary Equipment Operation:
Computers, copiers, scanners, printers, office telephones, fax machines.
Special Skills:
1. Commitment to company values, policies, and safety program.2. Excellent communication skills with co-workers, subordinates, superiors, the general public, representatives of public and private organizations, and others sufficient to exchange or convey information.3. Exemplary customer satisfaction skills, both in-person and over the telephone.4. High performance and a strong team player.5. Highly organized.6. Ability to work independently and efficiently with minimal supervision on technical, specialized, complex, or difficult office administrative work.7. Interpreting and implementing policies, procedures, and computer applications related to the assigned work.

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Assistant Administrative Manager Compliance

The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as a comprehensive list of all responsibilities, duties, and skills required of assigned personnel.

Location: Metairie, LADate Position Available: Immediate

Essential Duties and Responsibilities
This position is responsible for the following; other duties may be assigned as required:
1. Assist Senior Management and Compliance Manager as necessary as directed by the Administrative Manager. 2. Coordinate the workload of the administrative staff directly reporting to the Assistant Administrative Manager Compliance to ensure a balanced workload, proper assignments according to experience, and cross-training whenever possible. 3. Communicate with co-workers, customers, vendors, and U.S. Coast Guard respectfully and professionally. 4. Ensure the timely flow of information to/from clients including monitoring receipt of an assignment, acknowledgment of assignment to the client, preliminary advice is prepared and submitted after completion of fieldwork, and that final reports/documentation are prepared and submitted promptly and professionally and in accordance with our procedures. 5. Ensure employees follow Company policies and procedures as outlined in the Quality Management System. 6. Ensure customer service is being provided at the highest quality and in line with Company standards. Act as the Administration Department’s first point of contact with clients, with authority to resolve client’s needs versus Sabine policy as necessary. Build a strong professional relationship with POCs from each Subchapter M client as well as U.S. Coast Guard personnel.   7. Investigate and solve customer’s long-standing or complex issues passed on by the Administrative Customer Representatives, Administrative Assistants, or as directed by management. When necessary, relay client complaints, concerns, or special requests to the appropriate management level, advocate the position of a client if required, and report back to the client with a resolution. 8. Train, coordinate activities, and schedule staff or employees to deliver excellent customer service, and be involved in staff appraisals and recruitment process where necessary. 9. Perform a wide variety of administrative duties as required by daily operations. 10. Coordinate survey-related document flow between branch offices, customers, and regulatory entities as necessary. 11. Track and manage all required annual audits and surveys in accordance with 46 CFR Subchapter M. 12. Review, edit, and issue survey and audit reports and documents as required by company policies and procedures, process invoices through accounting and issue same for cases handled as necessary, and maintain case files in a logical and timely manner. 13. Ensure office employee timesheets are submitted as required.  14. Coordinate purchasing of office supplies, etc., and request Purchase Order numbers as required for purchasing replies, as necessary 15. Package and ship items as needed via USPS, UPS, FedEx, etc. 16. Perform other administrative tasks and responsibilities as directed by the Administrative Manager 17. Maintain a safe work environment. 

Required Education & Experience:
1. Bachelor's Degree preferred; Associate Degree in Business Administration and/or equivalent work experience acceptable. 2. Strong knowledge of Microsoft Office, including Word, Excel, Outlook, SharePoint, and PowerPoint, and possess skills to utilize new technology and/or applications 3. Experience with PowerPoint and SharePoint is helpful. 4. Experience in the marine industry with a deep understanding of the survey and audit processes and how to satisfy customers’ requirements. 5. Possess strong knowledge of proper English usage, grammar, spelling, and punctuation. 

Working Conditions:
1. Must possess mobility to work in a standard office setting, use standard office equipment, including a computer, and attend meetings, training, or other duties at various sites away from the home office. 2. Occasional overnight travel to other Sabine Surveyors’ offices will be required for training. 3. Strength to lift and carry materials weighing up to 20 pounds. 4. Vision to read printed materials and a computer screen. 5. Hearing and speech to communicate in person and over the telephone. 6. Regular work time indoors in environmentally controlled conditions, with some exposure to weather conditions, especially hot, humid, and/or rainy weather. 

Necessary Equipment Operation:
Computers, copiers, scanners, office telephones
Special Skills:
1. Commitment to company values, policies, and safety program. 2. Excellent communication skills with co-workers, subordinates, superiors, the general public, representatives of public and private organizations, and others sufficient to exchange or convey information. 3. Exemplary customer satisfaction skills, both in-person and over the telephone. 4. High performance and a strong team player. 5. Highly organized and able to work in a fast-paced environment and prioritize responsibilities 6. Ability to work independently and efficiently with minimal supervision on technical, specialized, complex, or difficult office administrative work. 7. Interpreting and implementing policies, procedures, and computer applications related to the assigned work. 

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Marine Surveyor/Auditor

The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as a comprehensive list of all responsibilities, duties, and skills required of assigned personnel.

Location: New Orleans, LADate Position Available: ImmediatePay Scale: DOE


Essential Duties and Responsibilities:1. Performing marine surveys and/or audits in the field as directed by the Area Manager or Vice President and as required by the company’s ISO Quality Procedures.2. Ensuring the timely flow of information to/from clients throughout the survey and/or audit process in the field. Acknowledging receipt of assignment to the client when designated, and ensuring preliminary advice is prepared and submitted after completion of fieldwork when required.  3. Producing and submitting concise, technically, and grammatically correct survey and/or audit reports based on the appropriate report template in line with Company procedures and schedules, and the customers’ requirements.4. Assisting the Area Manager with the handling of customer complaints and adjustment of invoices.5. Recognizing potential new business and bringing such to the attention of management.6. Promoting company services in the marine industry including visiting clients and participating in industry activities.7. Following the company’s Health, Safety, Security & Environmental Manual requirements, including participating in monthly safety meetings.8. Pursuing personal development through in-house training, appropriate external training opportunities, and joining professional organizations.9. Assisting with the management and training of more junior personnel.10. Ensuring that proper PPE is maintained and worn at all times.11. Ensuring all required equipment is calibrated and in good working order and records maintained as per our Quality Procedures.12. Obtaining proper credentials to enter terminals, docks, and job sites as appropriate, and maintaining records as required by Company procedures.
Education & Experience:1. College graduate, maritime college preferred or the equivalent time in the marine industry - five (5) years sea-going experience in a certificated position, or five (5) years experience in marine surveying field, or five (5) years of comparable marine experience.2. Membership of NAMSGlobal is preferred but not required.3. Report and technical writing skills will be a consideration.4. Current valid driver’s license.5. Current valid Transportation Worker’s Identification Credential (TWIC)
Working Conditions:1. Open-air conditions such as noisy, hot, cold, wet, dusty, etc.2. Must wear hearing, eye, head protection, and proper Personal Protective Equipment (PPE).3. Some climbing (40 feet or higher, some unprotected), bending, stooping, and lifting (50 lbs.) are involved.4. Working with hot and sometimes hazardous materials.5. Work on marine vessels or in shipyard settings, walking over uneven surfaces.6. Enter round manholes with inside diameters of 18”, and other internally confined spaces.7. Traverse gangways, ladders, and scaffolding at varying heights.8. Examine cargo, including photographing and accessing difficult areas.9. Available/On-call 24 hours, 7 days a week.
Equipment Operation as necessary for the position:1. Audio Gauge Equipment2. Tank Safe for Entry Monitor3. Life Vest4. Temperature Probes5. Ullage Tapes6. Pitot Tube7. Computer/Tablet
Special Skills:1. Ability to work under deadlines and schedule pressures.2. Excellent interpersonal and communication skills.3. High performance and a strong team player.4. Commitment to company values, policies, and safety program.5. Must have the ability to use Microsoft Word, Excel, and Outlook.