Mackay Marine, is a global organization with more than 450 employees across 45 service depots in seventeen (17) countries, including the Americas, Africa, Asia, and Europe. Mackay specializes in the sales and service of marine electronics onboard commercial ships for the fishing, shipping, ferry, and cruise industries, as well as yachts and pleasure craft.
Mackay offers secure, long term employment, competitive salaries and benefits such as group health-dental-vision-life and disability insurance, paid time off, 401K with match, and a company paid pension plan.
Mackay is currently seeking an experienced Administrative Assistant with the skills and qualifications outlined below to work onsite in our Seattle, WA depot.
Administrative Assistant Job Summary
The Administrative Assistant is responsible for providing clerical and administrative support to a small depot. Daily responsibilities include greeting visitors, answering the phone and emails, distributing/sending mail and/or parcels, data entry, invoicing, maintaining files and creating/updating computer generated records/documents. Depending on location, may also be responsible for or assisting with checking stock, ordering inventory, pricing work orders, maintaining stockroom records, and shipping and receiving.
The Administrative Assistant ensures that all questions or or matters that pertain to Human Resources, Recruiting, Benefits, Payroll, Policies, IT, IS, Accounting, and Marketing are forwarded to Mackay’s Corporate Headquarters.
Responsibilities include but are not limited to:
- Always follows Mackay policies and procedures.
- Acts as a receptionist by greeting guests and maintaining reception area.
- Answers telephone calls, emails, and handles all requests he/she is capable of.
- Promptly responds to inquiries and requests from Corporate executives. HR, payroll, and accounting departments.
- Coordination of travel arrangements and any related documents for technicians.
- Maintain and update files, internal records, spreadsheets, reports, and correspondence.
- Data entry into Solomon database, processes sales inquiry logs and work orders.
- Coordinate distribution of incoming/outgoing mail, handle shipping requirements of the depot.
- Process weekly billing invoices and remit to customer per their instructions.
- Process expense reports, maintain internal logs for paid time off (vacation/sick), and daily time reports for service engineers.
- Prepare biweekly timesheet for supervisors’ approval review and submit to Payroll.
- Receive and fill orders; issue equipment, parts and/or supplies.
- Assigns service kits to technicians, verifies inventory used and returned, and maintains all related records.
- Checks stock on hand, assists with inventory transfers.
- Contacts OEM and distributors via telephone, fax and/or e-mail to obtain availability and prices of needed equipment parts, or materials.
- Verifies goods received against purchase orders and/or requisitions to ensure completeness.
- Other duties as assigned.
Administrative Assistant Qualifications:
- Associate degree preferred.
- 3+ Years experience in providing administrative and clerical support.
- 1+ Years of Inventory experience preferred.
- Adept at multi-tasking and works well under pressure.
- Computer proficiency in Microsoft Office including Excel and Word.
- Professional appearance, punctual, and maintains confidentiality.
- Excellent phone etiquette, verbal, and written skills
- Exceptional organizational skills and commitment to meeting deadlines.
- Valid drivers license and reliable transportation is required.
Mackay is an equal employment opportunity employer, a veteran’s friendly organization, and all individuals with the required experience and qualifications are encouraged to apply.
Candidates must be legally authorized to work in the U.S. and pass a thorough background check.
No recruiters – no phone calls!
Job Type: Full-time
Pay: $24.00 - $28.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Referral program
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Education:
- High school or equivalent (Required)
Experience:
- Administrative Assistants & Receptionists: 3 years (Required)
- Inventory: 1 year (Preferred)
Language:
License/Certification:
- Driver's License (Required)
Ability to Commute:
- Seattle, WA 98199 (Required)
Work Location: In person