Operations Administrative Assistant

Operations Administrative Assistant (HOSS)

Job Description

The Operations Administrative Assistant provides administrative and logistical support to the Operations Department, ensuring effective coordination of personnel travel, training, competency management, and procurement activities. Supports compliance with MTCS Competence Scheme, BOEMER, and SEMS regulatory requirements while maintaining accurate personnel records, training documentation, databases, and operational tracking systems. Responsibilities include coordinating passports and visas, scheduling training, arranging crew changes and travel logistics, processing material requisitions, and purchase orders, recording service invoices, and maintaining the daily operations board. Provides general administrative support to the Operations team to facilitate efficient offshore personnel management and day-to-day operational activities.

Primary Duties / Responsibilities:

• Research and assist in the process of obtaining passports, work permits and visas.
• Track, maintain and schedule offshore personnel training using departmental and client specific files, databases, and learning management systems.
• Track and maintain weekly crew change schedules and update operations board daily.
• Liaise with Human Resources Department on scheduling and maintaining offshore medical certificates for Offshore Personnel.
• Arrange, distribute, and reconcile cost for onshore corporate and offshore crew change travel and logistics, to include assistance with after-hours travel needs on a rotational basis.
• Assist with onboarding processes for newly hired offshore personnel.
• Process Material Requisitions for services ordered.
• Process, record, and receive Purchase Orders and maintain the PO Log database.
• Assist the Finance and Cost Control Departments by processing and reconciling departmental invoices and costs.
• Assist Operations group with administrative tasks as required.

Qualifications

Education / Training: High School Diploma

Experience: 2 years of basic administrative experience.

Skills:

• Ability to multi-task.
• Good oral and written communicator.
• Good computer skills with advanced knowledge of Microsoft Office.
• Ability to operate in a fast-paced and changing environment.
• Organized, motivated and detail-oriented team player.

Working Conditions

• Primarily office based, with some vessels in port and shop environment work.
• Some travel is required.
• This position is expected to report in office.

Hornbeck Offshore Services is an Equal Opportunity Employer.