Admin Assistant II

Vigor Values

Vigor expects all employees to enhance the atmosphere in which they work by living the Vigor Values every day.

Truth:We seek the truth, and we speak the truth
Responsibility:We act on what we know is right
Evolution: We seek mastery, and adapt to a changing world
Love:We care about the people we work with, and the world we live in

POSITION SUMMARY:

This position is responsible for a wide variety of complex project administrative work and support.

1. Performs a wide variety of advanced administrative work including maintaining a variety of statistical records using various databases; checks and tabulates statistical data; reviews, computes, and corrects data requiring analysis and coordination of several data sources and interpretation of policy.
2. Word processes and proofreads a variety of documents including general correspondence, reports, and statistical charts from rough drafts or verbal instructions; independently composes correspondence and memos; compiles, formats and analyzes data from various data sources and prepares reports and conclusions.
3. Set up and maintenance of new projects and activities in IFS software. Coordinate with other Departments on intercompany project set up. Maintain Electronic Project Files.
4. Update complex project spreadsheets daily
5. Security Support to include welcoming guests and ensuring security sign in is complete, supervising vendors while on site, coordinate documents for security screening
6. Submit military base security applications for employees as needed
7. Light phone duties, weekly project billing, ordering office supplies, coding corporate card accounts and distributing packages and mail.
8. Developing Power Point Presentations, Org Charts, Flowcharts, Spreadsheets and Miscellaneous Reports.
9. Coordinates details and facilitates the organization of meetings and various events; assists with a variety of duties such as training on systems, procedures and operations with other staff, departments and potentially customers.
10. More specific tasks and activities will be determined by the department manager.

JOB SCOPE:

This job is performed with considerable flexibility for initiating improvements and exercising independent decision making within the assigned work area. The position is expected to adhere to established procedures as they may be required when handling cross functional activities, such as processing accounting documents. Independent judgment is used in scheduling and accomplishing work, handling conflicts and analyzing alternatives and maintaining recordkeeping systems. The work is performed with limited supervision and necessitates the coordination of priorities and schedules of a number of other administrative employees.

SUPERVISORY RESPONSIBILITY: None

INTERPERSONAL CONTACTS:

The position is expected to interact with employees at all levels throughout the company as well as with customers, the public and others encountered in the course of the work.

KNOWLEDGE SKILLS AND ABILITIES:

• Excellent interpersonal and communication skills, both oral and written for constant interaction with all departments and employee levels and outside customers.
• Must have the analytical ability to define problems, perform research and create effective solutions.
• Must have ability to use PC, software applications and data base programs.
• Proficient with Microsoft office software (Outlook, Word, Excel, & PowerPoint) is required.
• Ability to create macros and pivot tables in Excel.
• Excellent organizational skills.
• Ability to exercise sound judgment, work well independently, take initiative, prioritize duties and follow through tasks to completion.
• Knowledge of principles and techniques of modern office procedures, business letter writing, recordkeeping, bookkeeping and reporting processes.
• Must be able to handle competing priorities and deadlines effectively and respond well to last minute, high priority, and time sensitive projects.
• Ability to maintain confidentiality of sensitive information.
• Must be a well-organized, detailed and customer (internal and external) oriented self-starter.
• Possess the ability to quickly learn processes, procedures and applications utilized in performing the job responsibilities.
• Knowledgeable of the proper usage of English, spelling, grammar and punctuation.

EDUCATION AND/OR EXPERIENCE:

High School Diploma or GED Certificate is required. Associate's Degree in business or other field related to the assigned department is preferred. Completion of specialized administrative training at a community college or trade school

Minimum five (5) years of experience in providing administrative/project support in a related field is required. Combinations of the experience and training that would provide the knowledge and skills required will be considered.

CERTIFICATES, LICENSES AND REGISTRATIONS: None required.

PHYSICAL DEMANDS:

Work is conducted in a dynamic, fast-paced office setting with moderate to loud noise levels from production activity in the shipyard. There may be times where the individual will be in production areas in yard and onboard ships. The incumbent must be able to walk to and from job sites. Also, the person may be required to work more than 8-hour shifts and weekend work. On occasions the incumbent may be required to lift up to 20 pounds. There may be the need to travel locally up to 10% of the time and/or out-of-town (including air travel) up to 5% of the time with notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

While in production areas, the individual will be exposed to all weather conditions, noise, dusts and odors. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Our goal is to provide a strong compensation package in support of industrial jobs that matter - to the local economy - and communities in which we operate.

To achieve this goal, Vigor's total compensation philosophy will remain flexible and therefore, subject to periodic review and revision to assure it continues to be sustainable and that is supports the Vigor Code and Culture Values.

Vigor's total compensation philosophy considerations include the following:

• Objective is to attract and retain the best performers.
• Base pay for positions shall be set slightly below market.
• Base pay provided to individuals shall be determined in consideration of market data, internal equity, and overall job performance.
• Annual cash compensation, which includes base pay and incentive compensation bonus, shall be target to be above market when the Company's overall financial performance has been positive.
• Encourage leadership and competency building by linking career development and individual performance to greater income earnings opportunities.
• Employee health, welfare and 401K retirement benefits taken together are above market average provided overall company performance remains positive.

At Vigor we offer a generous benefits package that includes:

Vigor and its wholly owned subsidiaries provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veterans, age, disability or genetics. In addition to federal law requirements, Vigor complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, benefits, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.