Operations Specialist

$49,920 - $58,240/Yr

Global Diving & Salvage - Seattle, WA

Full-time - Entry Level

Seattle, WA

Administrative and Support Services

About the position

The Operations Specialist plays a key role in offering administrative and logistical support for projects within the group, while also assisting other service lines and regions as necessary. This position encompasses general office tasks, providing administrative assistance to the designated region, and engaging in field work when required. The Operations Specialist is responsible for maintaining accurate project cost tracking and invoicing records through the organization of logs, files, and supporting documents, ensuring smooth cost accounting and invoicing processes. This role requires collaboration with the Project Administrator to provide timely project financial updates and manage invoicing procedures. Additionally, the Operations Specialist generates monthly Work-in-Progress (WIP) reports and provides updates on costs and contracts. The position also involves assisting in tracking employee certifications to ensure compliance, coordinating physicals for Topside and Diver teams, and overseeing ADCI test proctoring activities. The Operations Specialist provides support to operations by assisting in estimating and proposals, participates in client communications as required, and organizes and supervises transportation arrangements for personnel, assets, and supplies related to ongoing projects. Project management support is also a key responsibility, including assistance with pre-operation submissions and reviewing/project report submissions. The role requires managing new vendor setup and corresponding communications, handling incoming calls, and performing miscellaneous office duties. The Operations Specialist may also assist Human Resources and Operations teams with facilitating new hire paperwork and onboarding as needed, along with other duties as assigned.

Responsibilities

• Maintain accurate project cost tracking and invoicing records through the organization of logs, files, and supporting documents.
• Collaborate with the Project Administrator to provide timely project financial updates and manage invoicing procedures.
• Generate monthly Work-in-Progress (WIP) reports and provide updates on costs and contracts.
• Assist in tracking employee certifications to ensure compliance.
• Coordinate physicals for Topside and Diver teams.
• Oversee ADCI test proctoring activities.
• Provide support to operations by assisting in estimating and proposals.
• Participate in client communications as required, offering support to Operations Managers.
• Organize and supervise transportation arrangements for personnel, assets, and supplies related to ongoing projects.
• Provide project management support, including assistance with pre-operation submissions and reviewing/project report submissions.
• Assist in tracking intents and affidavits for certified payroll purposes.
• Manage new vendor setup and corresponding communications.
• Manage incoming calls.
• Perform miscellaneous office duties.
• Assist Human Resources and Operations teams with facilitating new hire paperwork and onboarding as needed.

Requirements

• Excellent verbal, written, and electronic communication skills.
• Ability to interact effectively and professionally with all levels of management, vendors, and clients.
• Customer-oriented approach to problem solving.
• Solid organizational skills, including multitasking and time management.
• Proficient computer skills, including Microsoft Office Suite.
• Ability to communicate effectively and professionally with co-workers and clients.
• Ability to interact effectively and professionally with members of the office and operational staff.
• High school diploma or equivalent (required).
• 5+ years' experience in administration (preferred).
• 2+ years' experience working knowledge of commercial diving or marine construction industry experience (preferred).

Nice-to-haves

• Experience in the commercial diving or marine construction industry.
• Previous experience in project management support.

Benefits

• Disability insurance
• Health insurance
• Dental insurance
• 401(k)
• Flexible spending account
• Employee assistance program
• Vision insurance
• Life insurance