Office Manager Share:

Total Maritime Service, Ltd.
Employment Type
Portland, OR 97267
$16.00 - $20.00 Hourly


Total Maritime Service, Ltd, is a small family owned and service minded business intent on providing quality and professional maritime and construction crane inspections in the Pacific Northwest.  One of our objectives is to provide a work environment that is conducive to both professional and personal growth.  We place a high degree of trust in company employees, for maintaining honesty and integrity, when working with the company owners, clients, vendors, and other team members, and we strive for excellence in job performance and attitude.

We are seeking a skilled & professional office manager whose primary contribution to our company is to be a work-flow facilitator who is able to responsibly and efficiently process large volumes of data.  This individual will also contribute as a team player in promoting positive and amiable communication with both customers and other TMS staff members, enabling the owners to give greater focus and attention to the overall business.


We are offering the position of Office Manager at Total Maritime Service, Ltd.  This person will:

*Organize, review, proofread, and ensure accuracy of a high volume of paperwork and data processing, including government documents, and keep this process moving along in a timely manner, via computer, email. scanner, fax, and mail

*Communicate by phone, email, and other means, to ensure quality and friendly client relations, as well as establishing ongoing communication with regulatory agencies and fellow team members; Work with team members for the greater good of the business and all company personnel

*Schedule client inspections, as well as set up and see through to completion all job orders, while working to minimize travel time and costs

*Maintain and update the client database

*Carry out miscellaneous small office tasks, including but not limited to answering the phone, invoicing, ordering, tracking accounts receivable, setting up ACH payments, handling collections on past due billings, helping to gather information for submitting to payroll service, requesting insurance certificates, sending out W9's and other documents when requested, maintaining  a job log and online/office calendar, maintaining and updating files,  restocking supplies, printing mail/shipping labels 

*Responsible for communicating directly with the company owners, and helping to problem solve, when issues or concerns arise, as well as communicating ideas that may help the company run more efficiently; be a communication link between the office,  inspectors, and clients

*Responsible for upholding the policies and practices outlined in the company handbook, or by the company owners


*A minimum of 2 consecutive years of recent and successful general office management

*Must be highly organized, focused, and enjoy detail oriented work; strong proofreading & editing skills

*Must have a professional, cordial, and confident customer service background, with experience in problem solving, and conflict resolution; excellent phone skills

*Trained and proficient in EXCEL, WORD, Dropbox, and in using the Mac operating system, as well as having strong computer literacy skills

*Some familiarity with Quickbooks for invoicing purposes

*Able to multitask with efficiency and ease

*Ability to be flexible and able to adapt to change; able to work under pressure, at times

*Needs to have dependable transportation

*Needs to be self directed and when seeing a need take the initiative to meet the need

*Able to problem solve and make responsible decisions quickly, at times

*Comfortable working alone, at times

*Must be professional and clean in appearance

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