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Pilot Marine, Inc. is currently offering the following career opportunities:

  • Office Administrator - POSITION OPEN

Job Description - Office Administrator


We are seeking a positive, detail-oriented self-starter

to become an essential member of our growing team!


Pilot Marine, Inc​. is a comprehensive marine surveying, cargo surveying and marine consulting firm covering the North American Pacific Coast, Alaska, Hawaii and other locations by appointment. Pilot Marine, Inc. was founded in 2016 and is based in Seattle, WA.


The Job

The Office Administrator is a full-time, hourly position. The Office Administrator will work closely with the Owner (the position’s direct supervisor) to oversee office functions, document preparation, billing, and unique tasks by assignment to help our company grow smartly.


Key Responsibilities

  • Manage survey workflow

    • Enter each job (survey) assigned to Pilot Marine, Inc. into company database and assign tasks

    • Carryout all Administrative Manager tasks accurately and on-deadline

    • Organize files properly and oversee company filing system

    • Manage Tasks on each job, ensuring all task managers meet their own deadlines

    • In the future, assign specific jobs to individual surveyors

  • Oversee quality control of Pilot Marine, Inc. survey reports

    • Carefully proof and edit reports submitted by surveyors

    • Generate reports for surveyors from their submitted notes

    • Quickly become familiar with the various types of reporting and industry vernacular and base editing suggestions accordingly

    • Continuously improve our product by offering creative ideas, then implementing them

  • Invoicing and Time Tracking

    • Generate and deliver accurate and professional invoices from within Quickbooks

    • Collections: Monitor accounts receivable and payable

    • Track your own time and assist with tracking of surveyors’ time

  • General Tasks

    • Manage vendor accounts and other subscriptions

    • Miscellaneous office tasks

      • Ordering of supplies

    • Contribute to company branding efforts, including design and ordering hats, pens, shirts, uniforms, etc.

    • Manage event invites and, as necessary, oversee planning of Pilot Marine, Inc. events

    • Assist with varied supplemental business tasks including preparation of contracts and marketing



  • Essential

    • Detail-oriented taskmaster

    • Proactive self-starter

    • Impeccable grammar and editing skills

    • Tech. savvy (ability to set up your own computer/email/phone/accounts/etc.)

    • Ability to manage up

    • Team player, willing to step in where and when extra help, or specific skills are needed

    • Desire and dedication needed to help a company grow and stay on the cutting edge

    • Advanced skills in Word, Excel and Outlook (e.g. comfortable with formulas and pivot tables in Excel; tracking changes, formatting of technical documents and tables in Word)

    • Minimum 2 year associates degree


  • Preferred

    • Database experience

    • Quickbooks experience

    • Experience with InDesign or other design software

    • Office management experience

    • Experience building the systems that help a company grow

    • 4-year degree in Administrative Management

    • Energetic, personable and cheerful demeanor, along with a sense of humor are strong assets!



Seattle, Washington.  Our small team of surveyors has been working from home offices.  However, we are moving to an office in Wallingford with expected move-in June 15th!



$44k - $52k salary DOE plus vacation/sick/bereavement.



Please send resume and cover letter to  This posting will remain active until the position has been filled.

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