Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant

Industry: Maritime / Marine Defense Staffing

Location: San Diego, CA

Position Type: Full-Time / On-Site

Position Summary

Lead Marine is seeking a dedicated and detail-oriented  Administrative Assistant  on behalf of our client, a prominent shipyard contractor in San Diego. Reporting directly to the Payroll Supervisor, this role works in a collaborative, fast-paced environment alongside Accounting, Tax, Audit, HR, and Risk Management teams.

In this position, you will perform critical administrative tasks necessary to process weekly payroll accurately and on time, while delivering high-touch customer service to field personnel and internal leadership.

Key Responsibilities

• Payroll Operations: Assist internal payroll specialists with daily tasks to ensure all timecard calculations and payroll transactions are processed accurately and on schedule.
• Timekeeping Audits: Review, audit, and reconcile Workforce AutoTime exception reports to resolve timekeeping discrepancies prior to weekly payroll runs.
• Customer Service: Provide prompt, courteous, and professional support to workers, supervisors, and office staff via phone, email, and in-person inquiries regarding payroll or timecard matters.
• Departmental Support: Perform general administrative duties within the Payroll department and contribute to continuous improvements in payroll processing workflows.  Assist with setting up department meetings and taking detailed notes. 
• Cross-Department Collaboration: Partner with HR, Risk Management, and Accounting to maintain accurate records and resolve workforce issues efficiently.

Qualifications & Requirements

• Education: High School Diploma or GED equivalent required.
• Payroll Experience: Familiarity with payroll principles, timecard calculations, and automated payroll/timekeeping systems (experience with AutoTime or similar enterprise software is a plus).
• Technical Skills: Proficiency with Microsoft Office programs (Word, Excel, and Outlook).
• Communication Skills: Strong customer service orientation with the ability to manage employee inquiries with respect, empathy, and strict confidentiality.
• Work Style: Ability to work independently with minimal supervision, manage competing deadlines, and maintain exceptional accuracy under weekly timelines.

Physical Demands & Work Environment

• Yard Mobility: Must be physically able to walk across all shipyard locations to coordinate with field supervisors and deliver documentation when necessary.
• General Requirements: Regularly required to sit, perform computer/data entry tasks, converse on the phone, and utilize close, distance, and depth-perception vision.
• Environment: Office setting situated within an active shipyard facility; noise level in the immediate work environment is typically moderate.

Benefits: 

• Health insurance
• Paid holidays
• Paid sick leave

*The benefits listed above are subject to eligibility requirements*

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About LEAD Staffing 

Lead Staffing, established in 2010, specializes in Construction, Industrial and Marine Staffing of Skilled Tradespeople throughout the United States of America. Our goal is to work with regional and national contractors that share our commitment towards safety and to provide long term rewarding work assignments for our valued employees.

LEAD is proud to be an Equal Opportunity and Affirmative Action Employer.  

LEAD is committed to providing an environment of mutual respect where employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law.  We believe that diversity and inclusion among our teammates is critical to our success as a growing national company, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool.

Lead Marine SD