Administrative Assistant – Dutch Harbor

Mackay Communications, Inc., aka Mackay Marine, is a USA headquartered, global marine electronics service company with more than 450 employees and 45 service depots in seventeen (17) countries, including the Americas, Europe, Africa, and Asia.  Mackay attributes its industry leading position by hiring people who are the best at what they do, providing competitive salaries and benefits, rewarding careers, and opportunities for advancement based on merit.

Mackay is currently seeking an experienced Administrative Assistant with the skills and qualifications outlined below for our location in Dutch Harbor, Alaska.

Administrative Assistant Job Summary

The Administrative Assistant will be responsible for assisting the Depot Manager with the administrative, inventory, shipping and receiving functions for a small office. Responsibilities consist of greeting visitors, answering the phone and emails, distributing/sending mail and/or parcels, maintaining files and creating/updating computer generated records and/or documents. As well as checking stock, ordering parts/materials, pricing work orders, maintaining stockroom records, shipping, and receiving.

Responsibilities include but are not limited to:

• Always follows Mackay policies and procedures.
• Acts as a receptionist by greeting guests and maintaining reception area.
• Answers telephone calls, emails, customer requests, and stock queries.
• Responds to inquiries from Corporate HR, Payroll, Accounting, Marketing, IT, IS, and its executives. Forwards all Payroll and/or Human Resources questions or matters to Corporate.
• Coordination of travel arrangements and any related documents for technicians.
• Maintain and update files, internal records, spreadsheets, reports, and correspondence.
• Data entry into Solomon database, processes sales inquiry logs and work orders.
• Coordinate distribution of incoming/outgoing mail, handle shipping requirements of the depot.
• Process weekly billing invoices and remit to customer per their instructions.
• Process expense reports, maintain internal logs for paid time off (vacation/sick), and daily time reports for service engineers.
• Prepare biweekly timesheet for supervisors’ approval review and submit to Payroll.
• Receive and fill orders; issue equipment, parts and/or supplies.
• Assigns service kits to technicians, verifies inventory used and returned, and maintains all related records.
• Contacts OEM and distributors via telephone, fax and/or e-mail to obtain availability and prices of needed equipment parts, or materials.
• Verifies goods received against purchase orders and/or requisitions to ensure completeness.
• Other duties as assigned.

 Administrative Assistant Qualifications:

• Completion of High School at minimum, Associate degree preferred.
• 3+ Years Office Administration experience
• 2+ Years of Inventory experience preferred.
• Adept at multi-tasking and works well under pressure.
• Computer proficiency in Microsoft Office including Excel and Word.
• Professional appearance, punctual, and maintains confidentiality.
• Excellent phone etiquette, verbal, and written skills
• Exceptional organizational skills and commitment to meeting deadlines.
• Valid drivers license and reliable transportation required.

Mackay offers competitive salaries, overtime, health/dental/vision/life insurance, paid time off, and company paid 401K match and pension plan.

Mackay is an equal employment opportunity employer, a veteran’s friendly organization, and all individuals with the required experience and qualifications are encouraged to apply.

Candidates must be legally authorized to work in the U.S. and pass a thorough background check.

No recruiters – no phone calls! TJD