Operation Assistant

MacGregor – Let's shape the future together

We are looking for a detail-oriented and self-motivated Operations Assistant to join our team. The ideal candidate will provide timely and sufficient support to service operations, ensuring all internal and external customer requirements are met. This is a key administrative role supporting the smooth daily functioning of our operations department.
 
This role is part of our Global Services Division. Reporting directly to the Administration Manager. This position is based in Norfolk, VA.

More tasks and responsibilities

• Provide administrative support to the Administration Manager, Operations Managers, and Operations Superintendents across all company locations
• Inventory and maintain office supplies, logo-uniformed items, and business cards
• Track monthly utility invoices and coding 
• Assist with Indirect Procurement task
• Assist with monthly invoice processing
• Assist in preparing month-end operative reports and monthly invoicing reports
• Perform invoice follow-ups for rejected items and conduct 30-day payment inquiries to resolve outstanding issues 
• Support vendor and customer management by collecting required documentation and monitoring the creation process 
• Act as primary receptionist for phone and in-person visitors 
• Manage the collection, review, and distribution of all regular mail
• Other miscellaneous administrative task 

What you’ll need to succeed

To thrive in this role, you must possess a strong service-minded attitude and excellent communication skills, enabling you to manage stakeholders like customers and Service Engineers effectively. Your ability to work independently, handle multiple tasks, and deliver on time is crucial for providing the necessary administrative backbone to our operations.

Ideally you have

• High School Diploma or equivalent
• 3+ years of experience in administrative support, billing, or procurement
• Strong attention to detail and organization skills
• Strong interpersonal communication skills with a professional, service-oriented mind set
• Ability to manage multiple priorities simultaneously and meet strict deadlines
• Proficiency in Microsoft Suite and Google Workspace
• SAP and Salesforce experience (preferred)
• Proficiency in spoken and written in English

Why MacGregor?

Our people are behind every success. People create the technology and product lifecycle solutions that make us great, our people are the ones who innovate, and people drive our business forward. With us you will be part of an international collaborative working culture with challenges and opportunities to further develop yourself professionally. We enable sustainable global maritime operations by maximizing efficiency in cargo and load handling. 

Values guide our work

• Integrity steers all our thinking, behaviour and the relationships with our customers and other stakeholders
• Quality is valued in our processes, products and services and helps to improve our customers’ performance and our own competences
• Safety is essential in everything we do

MacGregor is an equal opportunity employer. We recognise that diversity is key to our continued success, and strive to maintain a fair and equitable recruitment process for all applicants.

What we offer

• Medical, Dental, Vision & Life insurance effective on your first day of employment
• Flexible Spending Account for medical expenses
• Company-paid Short & Long-Term Disability
• Company Paid Life Insurance Policy (Additional life insurance policies available for self, spouse and children)
• Nine company paid holidays, two floating holidays, in addition to paid sick time & paid vacation time
• 401k Plan - company currently matches the first 6% of employee contributions into the 401K plan. New employees are eligible to participate in 401k Plan on the 1st day of the month following 30 days of employment - plan participants are 100% “vested” immediately upon enrolling into plan

Compensation Data

Salary ranges from $52,000 - $56,000 per year based on skills and experience. This position is classified as non-exempt under the FLSA and is therefore eligible for overtime.

Additional information

Do you have questions regarding the role? Please contact Samantha Folkner, Administration Manager at samantha.folkner@macgregor.com.
 
Kindly note that we will only review CVs and applications submitted in English through our recruitment portal. Unfortunately we do not consider CVs sent per email.

If you are ready to step into an exciting new role where you can make a significant impact and contribute to the success of MacGregor, apply today!

Please send your application by 20 February.

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