Office Administrator

WHO WE ARE

Marine Solutions is a specialized marine engineering and construction firm serving clients in the government (federal, state, local), transportation, energy, industrial, water, and commercial markets. We inspect, design, and build bridges and waterfront infrastructure worldwide that protect and enrich our communities.

Our recognition as one of the Best Places to Work in Kentucky for eight consecutive years reflects our unwavering commitment to nurturing and empowering our people. We prioritize personal and professional development, providing opportunities for continuous learning and growth. Collaboration and open communication are at the core of our culture, fostering a supportive and inclusive environment where every individual's voice is valued. Investing in our employees not only enhances their potential but also contributes to our collective success.

SUMMARY OF POSITION

We are seeking a highly motivated and detail-oriented Office Administrator to provide administrative support to our Nicholasville, Kentucky office. This in-office role also oversees the company's document formatting standards and Word template management.

ESSENTIAL DUTIES & RESPONSIBILITIES

• The Office Administrator will serve as the front desk receptionist: greet visitors, answer and route calls, and provide excellent customer service.
• Support employees and visitors with meeting coordination, web-conferencing technology, and general administrative needs.
• Assist with preparing, printing, assembling, and shipping submittals and reports.
• Manage daily mail operations: receive/distribute incoming mail; prepare and coordinate outgoing shipments.
• Maintain the appearance and organization of shared office spaces and oversee the ordering of breakroom, office, and building supplies.
• Act as the office point of contact for vendor and service appointments (copier service, building maintenance, etc.).
• Support company administrative requests, including travel arrangements, meeting setups, meals, clerical tasks, and support center tickets.
• Serve as the company's go-to expert for Microsoft Word formatting, styles, and document structure.
• Create, manage, and improve company Word templates (letters, proposals, reports, forms, memos, etc.).
• Oversee building access and security systems.
• Build strong working relationships with office leadership and staff.

This description does not cover all possible tasks, duties, or responsibilities that may be required of the employee. Additional duties and responsibilities may be assigned or modified at any time.

YOU WILL NEED

• Strong verbal and written communication skills.
• Self-starter mindset with initiative and proactive problem-solving skills.
• Excellent time management; consistently meets deadlines and manages multiple priorities effectively.
• Positive, professional attitude, and strong customer service orientation.
• High attention to detail, accuracy, and confidentiality.
• Experience supporting multiple departments.

EDUCATION & EXPERIENCE

• High school diploma or equivalent.
• 1 year of relevant experience.

MINIMUM QUALIFICATIONS

• Expert-level proficiency in Microsoft Word.
• Proficient in Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, and Adobe Acrobat.

PREFERRED QUALIFICATIONS

• Experience with developing and managing budgets

PHYSICAL REQUIREMENTS, WORK ENVIRONMENT & SAFETY

The duties of this position require the employee to regularly sit, stand, walk, communicate, and adapt. Reasonable accommodation may be provided to enable the employee to perform the required duties of this position. There will be minimum travel. Employee safety and security are critical parts of our company's core values. Accountability, positive attitude, proactive communication, continuous improvement, and teamwork promote safe conditions and safe actions.

BENEFITS

• 401(k) Matching
• ESOP
• Health Insurance
• Health Savings