Ocean Job Board
594
Organizations
965
Jobs
Logistics/Expenses Coordinator
A.I.S. Inc.
Operations
Dartmouth, MA, USA
Posted on Feb 4, 2025
A.I.S., Inc. (AIS) is a national scientific services firm supporting maritime activities requiring certification of compliance with environmental regulations as well as collecting data for use by Federal, State, Municipal, and other government agencies along the US coastline. AIS is looking for a Logistics/Expenses Coordinator to support the Commercial and Recreational Fisheries Monitoring Department, primarily supporting the NEFSC, NAFO and State Observer/Monitor projects.
Primary Function:
The Logistics/Expenses Coordinator will support offshore personnel, process travel reimbursement and expense forms, arrange and document logistics for personnel, and manage relationships with vendors supporting the logistics. The position reports to the NE Fisheries Program Manager (PM) but works with minimal supervision. This is a full-time office position with work hours are 0800 and 1600 Monday through Friday, with occasional work after hours and on weekends.
Duties/Responsibilities:
Logistics Coordination:
- Book lodging accommodations, book airline reservations, ferries, and rent cars for employees with minimal supervision.
- Develop and maintain relationships with company vendors.
- Ensure a company credit card authorization for is up-to-date and on file with select vendors.
- Maintain expertise in Federal Travel Regulations, applying them to staff travel and interpreting them for staff.
- Review, reconcile, and store receipts for company credit charges weekly.
- Update systems and files with information regarding personnel, travel activity, certifications, work activity and requests for time off. Update Tracker accordingly
Employee Timecard Support:
- Review and approve employee timecards throughout the week verifying Pay and Activity Codes, calculate make-up benefits, contact employees to have them fix all errors before the end of each week and notify employees of any changes.
- Set up and send a timecard email reminder to employees weekly.
- Receive and confirm Industry Funded Scallop billing information - this requires communication with the fishing industry.
- Approve vessel reimbursements and contact observers and fishing industry to assure correct billing.
- Develop and prepare training materials for new hires and recently trained employees.
Expenses Coordination:
- Receive, track, review, and approve travel and non-travel expense reimbursement forms.
- Update spreadsheets and files at all stages of the process to identify changes and turnaround times - inform employees of any changes
- Review, enter, update and analyze operational data necessary to assess and improve operational performance and processes.
- Perform call center function supporting fisheries programs
Ad-hoc Tasks include the following examples:
- Package and ship equipment to staff
- Summarize data and information into reports, publications, presentations, training materials or marketing materials
- Conduct cost benefit analysis for travel, equipment, and other purchases
- Draft meeting notes and summarizing action items
- Conduct employee exit interviews
- Proofreads and edits work materials
Compensation: Candidates will be offered a salary to be negotiated, and total compensation will vary depending on candidates’ availability. AIS benefits package includes health and dental insurance, vacation, sick and holiday benefits.
Minimum Qualifications:
- Must be available to work in office (0800 and 1600 Monday through Friday)
- Bachelor’s degree in a related field.
- 0-1 years of experience performing clerical duties
- 0-1 years of experience performing administrative duties.
- Must be able to exercise discretion and independent judgement daily
Preferred Qualifications:
- Logistical coordination experience
- Previous fishery observer experience
- Familiarity with ADP WorkForce Now
- Proficient in Microsoft Excel
Travel:
- Travel as needed, not more than 10%
Location:
- 540 Hawthorn Street, Dartmouth, MA 02747 (Corporate HQ)
Contact:
If you would like to apply for this exciting new opening, please click the following link http://aisobservers.com/careers/ to submit the required information:
- Resume
- Cover letter detailing applicable experience.
- 3 professional references (name, email address and phone number)
All documents must be submitted for your application to be considered. If you have any questions pertaining to this opening, please feel free to contact the Talent Acquisition Team at talentacquisitionteam@aisobservers.com or 508-990-9054.
An Equal Opportunity Employer
It is the policy of A.I.S. to recruit, hire, train, promote, transfer and compensate our employees and provide all other conditions of employment including Company sponsored events without regard to race, color, creed, religion, national origin, age, sex, gender identity, genetic information, marital status, lawful alien status, sexual orientation, physical or mental disability, citizenship status, veteran status or any other status protected by applicable law.
Must be able to work in the U.S. • VEVRAA Federal Contractor • Request Priority Protected Veteran Referrals • Equal Opportunity Employer