Are you looking for a career where there is opportunity for growth, where you can enjoy a healthy work life balance, and work with a team that truly values you?

Our company is big enough to offer great pay & benefits, but small enough that what you do everyday matters, and you have a voice in shaping the future growth of the company.

What We offer:

• Paid time off
• Sick Leave
• 8 Paid Holidays
• Catered lunch every Wednesday!
• 401k with up to 4% company match
• Health benefits including Medical, Vision, and Dental

The Administrative Assistant is responsible for supporting the daily operations of crew management, ensuring personnel documentation is accurate and compliant, and assisting with project lifecycle support as well as general administrative tasks. This role ensures that all crew-related records are up-to-date, verified, and maintained in accordance with company standards and regulatory requirements, while also providing administrative support to enhance departmental efficiency.

General Daily Tasks Include:

Crew Management Verification:

• Verify crew credentials, certifications, licenses, and training records for accuracy and validity.
• Track expiration dates and notify appropriate personnel regarding renewals or updates.
• Maintain digital and physical personnel files in compliance with regulatory and internal policies.
• Coordinate pre-employment or ongoing compliance screenings.
• Collaborate with Production Coordinator and Director of Field Operations to ensure staffing compliance and readiness.
• Prepare and distribute onboarding packets and assist with orientation for new crew members.
• Serve as a liaison between crew members and management for document collection and clarification.

Administrative Support:

• Perform general administrative duties including data entry, file management, scheduling meetings, and responding to emails.
• Generate and update reports related to crew status, compliance logs, and verification records.
• Assist in the preparation of audits, inspections, or internal reviews.
• Maintain confidentiality of personnel information at all times.
• Support travel logistics and documentation for crew members when required.
• Provide cross-functional administrative support to other departments as needed.

Project Lifecycle Support:

• Set up and track all projects from initiation to final close-out
• Prepare job files, work orders, permits, and checklists for each project phase
• Coordinate inspections, client communications, and final walkthroughs
• Ensure timely submission and accuracy of all project documentation for billing and archiving
• Monitor project status and support communication between field teams and internal departments
• Other duties as assigned.

Position Requirements:

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
• 2+ years of administrative experience; experience in compliance is a plus.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and database systems.
• Ability to prioritize tasks and manage time efficiently in a fast-paced environment.
• Knowledge of industry-specific compliance (e.g., FAA, DOT, OSHA, or maritime depending on field) is a plus.

Job Type: Full-time / part-time

Pay Range: $23.00-24.00 per hour

Physical Setting: In Person, Monday - Friday, 8:30am - 5:00pm