Associate Vessel Administration Coordinator

Job Summary
The Associate Vessel Administration Coordinator provides administrative support for the Vessel Payroll and Crewing Administration team.

Primary Objectives

• Assist with organizing and entering documentation as assigned.
• Perform accurate and timely data entry and document updates in internal systems.
• Maintain compliance records and filing systems.
• Contribute to smooth day-to-day operations through general administrative tasks.

Duties and Responsibilities

• Review and reconcile payroll packets and support documentation for accuracy and completeness.
• Enter and update crewmember records and certifications into the vessel payroll system.
• Process DOT drug testing paperwork and issue random drug testing letters in compliance with corporate policy and applicable regulations.
• Assign payroll numbers to new crewmembers and assist with onboarding steps.
• Submit invoices for approval and track their status.
• Perform E-Verify checks for new hires and assist with audit updates.
• File and organize physical and digital documents.
• Assist with billing-related tasks as needed.
• Receive and respond or redirect phone and email inquiries.
• Order and maintain supplies as needed.
• Other duties as assigned.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• High school diploma or equivalent required

Work Experience

• 1+ year related administrative experience required

Required Knowledge, Skills and Abilities

• Ability to follow verbal and written instructions.
• Strong attention to detail with a high degree of accuracy with data entry
• Good communication and customer service skills.
• Ability to properly handle confidential and sensitive information.
• Basic proficiency with Microsoft Office tools including Word, Excel, and Outlook.

Competencies

• Delivers Results Rigorously drives self and others to achieve high levels of individual and organization performance.
• Focuses on the Customer & Market Continuously evaluates what is important to the customer/client and develops products or solutions that exceed expectations.
• Makes Sound Business Decisions Makes timely and well-informed decisions that advance critical priorities, capitalize on new opportunities, and resolve problems.
• Practices our Values Supports and models The Pasha Way; conduct reflects Excellence, Honesty, Integrity, Innovation and Teamwork.

PHYSICAL DEMANDS, WORK ENVIRONMENT, AND TRAVEL
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Hear and speak with sufficient clarity to understand and engage in telephonic information exchange; hear and understand verbal instructions; give and receive information verbally in person or via communication device - Often
• Walk/travel within office environment, crouch/bend to access floor-level storage - Often
• Use hands/fingers to operate office equipment, type/complete data input, write - Often
• Reach with hands, arms; lift, move and manipulate objects weighing up to 20 pounds - Regularly
• Sight sufficient to read instructions, documents, and screen-based information - Often
• Use hands/fingers to manipulate and file documents, folders, small objects - Regularly

Working Environment
This role requires work that may involve the following environmental conditions:

• Corporate office environment

Screening Requirements
Background Checks

Must be fully vaccinated against COVID-19, except as prohibited by law.
The information included in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive or exhaustive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

The salary range listed is based on the geographic zone associated with this role: Mint Hill, NC. If you are applying to work from a different location, the salary range may vary to align with the cost of labor and market conditions in that area. For applicants from other zones, we encourage you to reach out to us to confirm the relevant salary range for your specific location. Starting pay will be determined by job-related factors including experience, education, and business needs and may be modified at any time.

Zone 4: $20.00 - $23.00