Coordinator, Senior Administrative

About the role

The Senior Administrative Coordinator provides confidential administrative and office clerical support. Uses independent judgment in carrying out responsibilities and takes initiative to handle routine and semi-routine matters. Provide direction and guidance to another office administrative support staff in project work as assigned. Complete complex special projects requiring advanced level skills and knowledge of company and/or department operations.

Responsibilities

• Maintains schedule of appointments and meetings.
• Screens phone calls, take clear and complete messages, and directs calls to the appropriate individual.
• Where appropriate, directly handles routine and semi-routine matters on behalf of an Executive or Senior Manager (may not necessarily be an Officer of ABS).
• Processes correspondence, maintains filing system, and sorts and distributes department's mail as required.
• Sets up and maintains files in a timely and organized manner.
• May assist with records management duties, including filing, file retrieval, and database entry tasks.
• Composes draft documents and letters on behalf of an Executive or Senior Manager of ABS. Ensures that the appropriate review, authorization, and signatures are obtained on documents and letters.
• Handles processing of vendor invoices, weekly entries of timesheets, and preparation of travel expense reports as required.
• Keeps track of travel scheduled and informs direct reports of same.
• Arranges and coordinates travel itinerary and hotel reservations with a company-designated travel agency.
• Works closely with travel agents to finalize the details of travel arrangements.
• May include related air travel, hotel accommodations, meeting space, or other required reservations for social functions, or the entertainment of clients.
• Performs routine and non-routine clerical tasks with little or no supervision.
• Provide occasional work direction and instruction to other Administrative Assistants.
• Keeps abreast of PC business applications and attends training courses as needed.
• Maintain a limited supply of office supplies or share a common storage area for the same.

Requirements

• Education and Experience: High School diploma or equivalent Some college or advanced training preferred A minimum of ten (10) years of professional work experience as an Administrative Assistant, or a combination of education and experience.
• Knowledge, Skills, And Abilities: Ability to develop a working knowledge of ABS Rules, Guides, statutory regulations, and related instructions, as well as the ABS Employee Safety Policy. Advanced knowledge and skills in the use of office automation software, which may include spreadsheet or database applications, word processing, and presentation applications. Ability to learn additional programs as required. Excellent oral and written communication skills. Must have strong interpersonal skills and the ability to deal with levels of employees and outside clients in a professional and business-like manner. Ability to handle routine and non-routine business matters in the absence of an executive. Ability to prioritize workload and handle assignments simultaneously as may be required. Must have strong organizational skills. Obtain a working knowledge of the ABS Health, Safety, Quality, and Environmental Management Systems.

Qualifications

• Reports to a Manager, Director, or Executive level position.

Skills

• Ability to develop a working knowledge of ABS Rules, Guides, statutory regulations, and related instructions, as well as the ABS Employee Safety Policy.
• Advanced knowledge and skills in the use of office automation software, which may include spreadsheet or database applications, word processing, and presentation applications.
• Ability to learn additional programs as required.
• Excellent oral and written communication skills.
• Strong interpersonal skills and the ability to deal with levels of employees and outside clients in a professional and business-like manner.
• Ability to handle routine and non-routine business matters in the absence of an executive.
• Strong organizational skills.
• Obtain a working knowledge of the ABS Health, Safety, Quality, and Environmental Management Systems.

Benefits

What We Offer: ABS Bureau proudly offers a variety of industry-leading benefits designed to enhance the life and well-being of our employees and their families. These benefits include, but are not limited to, medical insurance (PPO and HD), dental and vision insurance, Health Savings Account (HSA), Flexible Savings Account (FSA), life insurance, accidental death and dismemberment insurance, disability leave programs, parental leave program, paid holidays, and paid vacation time. The Company provides an Employee Assistance Plan (EAP) that offers support in personal wellness, including work-life services. ABS Bureau also offers a 401K plan with a generous company match, subject to plan requirements.

About Us

We set out more than 160 years ago to promote the security of life and property at sea and preserve the natural environment. Today, we remain true to our mission and continue to support organizations facing a rapidly evolving seascape of challenging regulations and new technologies. Through it all, we are anchored by a vision and mission that help our clients find clarity in uncertain times. ABS is a global leader in marine and offshore classification and other innovative safety, quality, and environmental services. We’re at the forefront of supporting the global energy transition at sea, the application of remote and autonomous marine systems, cutting-edge technical solutions, and many more exciting advancements. Our commitment to safety, reliability, and efficiency is ever-present, guiding our clients to safer and more efficient operations.

Equal Opportunity

ABS Bureau is committed to the equal employment opportunity of its employees and prohibits discrimination against any employee or qualified applicant based on race, color, creed, religion, national origin, sex, gender identity, age, disability, marital status, sexual orientation, citizenship status or veteran status, or other non-work-related characteristics that may be protected under the law of the Federal Government or specific state employment laws.

Notice

ABS and Affiliated Companies (ABS) will not pay a fee to any third-party agency without a valid ABS Master Service Agreement (MSA) authorized and signed by Human Resources. Any resume, CV, application, or other forms of candidate submission provided to any employee of ABS without a valid MSA on file will be considered property of ABS, and no fee will be paid.