HR Support Admin

About Us

Founded in 1995, Vigor Marine Group is an established, innovative and integrated partner with a national footprint in marine maintenance and modernization, marine fabrication, and marine services. Evolving from a collection of best-in-class companies, our spirit of innovation and legacy of performance make us a preferred, full-service prime contractor in the defense and maritime sectors. Today we offer advanced services and complete solutions for the U.S. Navy, U.S. Army, Military Sealift Command, state ferry systems, the cruise industry, the commercial fishing industry, and more.

With four shipyards for maintenance and modernization and one for fabrication—including the largest floating dry dock in the western hemisphere—our more than 2,500 dedicated employees across four states personify the values of our company. Vigor Marine Group takes pride in being the employer of choice, supporting local economies and national security through living wage jobs and world-class maritime and industrial services.

About the Role

This position provides administrative, clerical, and technical support to the HR Support function. It partners with Operations, Human Resources, and Payroll to ensure coordination of projects and activities, maintains critical HR Support and employee dispatch records, and acts as an important connection between production employees, supervisors, and Human Resources throughout the company. This is a limited-duration role with estimated completion in December 2027.

Location: This position will split time between our Portland and Vancouver facilities. Applicants must be open to working on-site in both locations.

Pursuant to a government contract, this specific position requires US citizenship.

Responsibilities

• Maintains UKG Human Resources/Payroll system to document employee status, work assignment, and compiles and formats data from UKG and various data sources to prepare reports. Prepares staffing reports for posting and distribution to supervisors, managers, and others; recommends modifications to processes as needed.
• Processes staffing requests, including preparing paperwork and dispatch requests to appropriate unions, initiating phone calls to unions and recalled employees, and documenting efforts to secure staffing through unions or the Applicant Tracking system for posting jobs and applicant tracking.
• Collaborates with craft and production hiring managers from the point of offer to the first day of new hires, including processing background checks, coordinating drug and alcohol screenings, sending onboarding checklists, coordinating with Training for orientations, and dispositioning candidates through the Applicant Tracking System (Jobvite).
• Assists employees with timecard and timekeeping instructions; weekly paycheck distribution; weekly time entry processing; answers questions about job assignment locations; checks the attendance call-in line and records employees reporting absent; maintains attendance records and reports to the Operations Team when employees exceed standards.
• Facilitates the processing of new employees by administering first-day activities such as new employee packets, review of documents for completeness, routing to first aid for required testing, and safety orientation.
• Coordinates with the Labor Relations team to apply collective bargaining agreements to union employees regarding timekeeping, attendance, time off procedures, job movements in the timekeeping and HCM system (UKG), and other union processes as needed.
• Performs related administrative functions such as answering telephones and emails, providing information, processing unemployment claims, filing, copying, delivering documents, ordering supplies, assisting other support staff, and related duties as assigned.

The position works under set guidelines but must use sound judgment in determining appropriate actions based on specific situations. The individual performs under minimal supervision and is responsible for clerical tasks and the hourly craft resource staffing process from receipt of craft needs through the employee onboarding process to meet production needs.

Requirements

• High School Diploma or GED Certificate is required.
• Minimum of two years of experience in a Customer Service or Human Resources role with demonstrated knowledge of office procedures and practices.
• Knowledge of UKG, Human Resource, and Payroll modules is preferred.
• Knowledge of and skill in using PC applications such as word processing, spreadsheets, and databases; data analysis and report writing.
• Knowledge of human resources principles and employee record keeping.
• Ability to understand the staffing needs of a shipyard, including applicable terminology.
• Ability to troubleshoot and research paycheck and/or timecard errors.
• Ability to communicate effectively and professionally both orally and in writing.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to work independently with minimal supervision.
• Ability to exercise good judgment and make accurate and timely decisions.
• Ability to meet defined deadlines and time constraints.
• Skill and ability to work under pressure while handling multiple tasks and frequent interruptions.
• Ability to work in a team environment with flexibility, energy, and a positive attitude.
• Skill in prioritizing tasks in an environment of changing time constraints and deadlines.
• Ability to provide strong customer service.
• Ability to quickly learn processes, procedures, and guidelines.

Work Environment

• Work is conducted in a dynamic, fast-paced office setting with moderate to loud noise levels from production activity in the shipyard.
• Occasional walking within the shipyard may be required when performing administrative errands.
• While in production areas, exposure to all weather conditions, noise, dusts, and odors may occur.
• Visual acuity is required to read, verify, and enter various data from documents related to the work.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Pay

Salary range: $47,000 - $52,000 per year / $22.59 - $25.00 per hour.

Benefits

• Medical, Prescription, Dental, and Vision coverage
• Life, AD&D, Long-Term Disability, and Short-Term Disability insurance
• Employee Assistance Program (EAP)
• Discretionary bonus
• Tuition Reimbursement
• Flexible Spending Accounts (Medical, Childcare, Transportation)
• 10 paid holidays
• Paid Time Off (PTO)
• 401(k) retirement plan