Trades Administrative Assistant

Trades Administrative Assistant

Position:
Trades Administrative Assistant at IMIA, LLC.

Responsible for a smooth and efficient onboarding process for all potential employees, ensuring all documents are received timely, coordinating with the safety team for safety training and required paperwork submission to HR, working with project leadership to ensure time is input correctly every week and per diem is accurately distributed, and collaborating with temporary talent agencies to fill resource gaps.

• Coordinate onboarding and ensure future employees submit all necessary documentation to the correct department.
• Submit badging requests and keep an up‑to‑date database of each employee's access and expiration dates.
• Coordinate new hire training, initial training and refresher training; maintain records of completion.
• Assist with travel arrangements.
• Perform travel briefings including location of muster site, supervisor contact information, parking instructions, IMIA standards and expectations.
• Coordinate badge pickup.
• Review weekly time and per diem to ensure accuracy prior to submission to finance.
• Fill out employee transfer forms.
• Take meeting minutes.
• Sends out weekly onboarding progress tracker.
• Sends out weekly badging expiration reminders.
• Sends out weekly training reminders.
• Sends notification to all necessary parties of travelers (names and destinations).
• Sends employee transfer notifications to necessary superintendents.
• Other duties as assigned.

• None

• Must be able to stay focused in a fast‑paced environment.
• Well‑organized, tracking multiple moving pieces across the business unit.
• Good written and verbal communication.
• Strong computer skills; proficient in Microsoft products.
• Must be dependable, reliable, and accurate.
• Work well with changing priorities, and under stress.
• Self‑starter who requires little oversight to accomplish duties.

• 2 years of administration experience.
• 1 year of experience in the maritime industry.

• Work is primarily performed in an office environment. Occasional visits to industrial work sites or shipyards may be required. Occasional walking, standing, sitting, crouching, climbing, or crawling may be required. When required, personal protective equipment must be worn (steel‑toe boots, hard hats, eye protection).
• Occasional travel may be required.

• Computer, telephone, fax machine, copy machine, adding machine, scanner, computerized project resource management and tracking software.

• May be made to enable qualified individuals with disabilities to perform essential job functions.

• Seniority level: Entry level
• Employment type: Full‑time
• Job function: Administrative
• Industry: Maritime Transportation

IMIA, LLC is the only national marine surface preparation painting contractor servicing every U.S. port with a mobile full‑time workforce that ensures quality products are delivered on time. The company has the equipment, seasoned deckplate supervision, and mechanics, as well as rigorous corporate safety and quality programs and financial strength to support customers’ preservation needs in a truly superior and comprehensive fashion.

• Health
• Dental
• Vision
• Life
• Long‑term disability
• Accident
• Critical illness
• 401k

May be provided to reimburse some or all of the cost an employee might be reasonably expected to incur for lodging, meals, and incidental expenses while traveling out of town for work.

IMIA, LLC is an equal opportunity employer and provides equal employment opportunities (EEO) to all employees regardless of race, color, religion, gender, gender identity or expression, national origin, sexual orientation, age, sex, disability status, marital status, status as a covered veteran, genetics, or any other protected groups under state, federal or local Equal Opportunity Laws. This policy applies to all terms and conditions of employment including but not limited to hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.