WATTS MARINE: Administrative Assistant - Kingston, WA
Employer:Watts Marine
Job Description:
Who We Are:
Watts Marine, based in Seattle, Washington, has been a leader in the Shore Power industry since 2004. Working closely with the cruise line sector, we've developed and maintained innovative Shore Power Systems that help reduce local emissions when cruise ships are docked. We specialize in providing, operating, and maintaining patented shore power solutions across North America.
Our mission is simple: Powering a cleaner future for maritime operations. We accomplish this through the operation of 11 patented shore power systems, backed by a proprietary database that streamlines ship call organization and provides detailed reports to track emission reductions.
Why Join Us?
Watts Marine is a company built on ingenuity, excellence, integrity, and loyalty—and we’re passionate about innovation and sustainability in everything we do.
We’re looking for a motivated and dependable Project Administrative Assistant to join our growing team in either Kingston, WA or Knoxville, TN. We offer a competitive salary, comprehensive benefits (including medical, vision, and dental for you), a Simple IRA matching program, and generous PTO.
Become a part of our team and contribute to cleaner, greener technology while advancing your career in an exciting industry.
About the Position:
The Administrative Assistant is responsible for the day to day business administration of Watts Marine, including office management, shipping and receiving, travel coordination, billing reconciliation, and correspondence with customers, vendors, and third parties. This role maintains the administrative systems, templates, and procedures that keep the company running, and serves as a central point of contact for internal teams, customers, and vendors. The Administrative Assistant also provides support to Project Managers on project coordination and documentation. Success in this role requires strong organizational skills, attention to detail, and a proactive, team-oriented approach that reflects Watts Marine's values of Loyalty, Integrity, Excellence, and Ingenuity.
RESPONSIBILITIES AND DUTIES
BUSINESS ADMINISTRATION:
Prepare and format company proposals, contracts, and agreements using standardized company templates
Draft and respond to emails and formal correspondence with customers, vendors, prospective clients, and relevant third parties
Coordinate business travel for all employees, including flights, lodging, and ground transportation, along with site access and credentialing for field and office staff
Serve as the main point of contact for logistics coordination between internal teams and external customers or vendors
Complete reconciliation of monthly billings and change orders, and collaborate with accounting on job cost tracking, shipment reconciliation, and Accounts Payable and Receivable
Create and maintain company business processes, procedures, and the administrative manual
OFFICE MANAGEMENT:
Maintain the office, including supplies, equipment, facilities, and vendor relationships
Answer phones and manage incoming and outgoing mail and shipments
Manage and create company file structure and templates as needed
Assist with marketing efforts, including company website maintenance and other marketing support as needed
Assist with HR programs as needed
PROJECT SUPPORT:
Assist Project Managers with tracking project tasks, scheduling, change orders, ordering, purchase order requests, daily reports, and labor reconciliation
Maintain job folders, ensuring they are kept current and up to date
Prepare project specific proposals and documentation based on guidance from Project Managers
Assist in tracking new leads and managing related correspondence
This job description is not designed to cover or contain a comprehensive listing of task activities and/or duties that are required of the employee for this job. Responsibilities and activities may change at any time with or without notice.
QUALIFICATIONS
Associate degree or equivalent 2-year college or technical school, or relevant experience
Demonstrated flexibility in adapting to changing workloads and service demands, with a willingness to contribute whenever needed
Demonstrated responsiveness to the needs of the department, team members, and customers, ensuring timely and effective communication
Ability to apply a team-oriented approach in collaboration with colleagues, customers, and on project work
Proficient in Microsoft Office Suite, Excel, and database entry
Ability to learn and implement new software quickly
Strong verbal and written communication skills
Exhibits a high level of professionalism in all interactions, maintaining accountability, and a positive attitude in a fast-paced work environment
Represent Watts Marine values of Loyalty, Integrity, Excellence, and Ingenuity
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
*If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Human Resources.
PRIVACY REQUIREMENT
Position will be required to abide by company policies and procedures that support federal, state, and local regulations. Any violations will be subject to company policy which includes disciplinary actions up to and including separation of employment. Company is an At-Will Employer
*For workplace safety the job requires background screening and drug screening in compliance with WA state laws
Job Type: Full-time
Pay: $58,000.00 - $72,000.00 per year
Benefits:
Dental insurance
Health insurance
Paid time off
Retirement plan
Vision insurance
Education:
Associate (Preferred)
Experience:
Office management: 3 years (Preferred)
Ability to Commute:
Kingston, WA 98346 (Required)
Ability to Relocate:
Kingston, WA 98346: Relocate before starting work (Required)
Work Location: In person
Contact Person: Location: • Kingston, WA Application Method:Apply Online Base Pay:$58,000 - $72,000/YR
