Office Manager I

Expected Hourly Rate: $25-31 per hour.

About us

Terminal Security Solutions (TSS) is a maritime security services firm providing customer service-focused solutions coupled with tailored operating procedures, cutting-edge training programs, security technology and the requisite oversight to operate in today’s heavily-regulated and fast-paced cruise, cargo, and port industries. Our mission is to consistently deliver safe, efficient, innovative and environmentally responsible maritime operational solutions for our customers.

Position Summary

The Office Manager plays a vital role in supporting recruitment and administrative operations, ensuring the smooth daily functioning of the office. This role leads local hiring efforts, coordinates employees' onboarding and scheduling, and manages key administrative tasks, including payroll support, compliance tracking, and inventory management. By maintaining organized systems and clear communication, the Office Manager helps create a productive and compliant workplace environment.

Essential Duties and Responsibilities

• Leads recruitment by sourcing, screening, and scheduling interviews with candidates to fill open positions through job boards, referrals, and scheduling tools.
• Schedules, coordinates, and conducts training for new hires and current employees (company orientation, MTSA, and Screening training) as needed to meet onboarding and compliance requirements using internal systems and calendars.
• Communicate with candidates about licensing requirements and MTSA-related processes (e.g., TWIC card, Port ID, G-License, TSS orientation).
• Prepares billing documents, including timecards and expense records, for internal and external invoices using payroll and accounting systems.
• Manages office inventory by ordering uniforms and supplies, tracking usage, and maintaining vendor relationships using budget tracking tools.
• Keeps organized records of personnel files, training documents, and correspondence through digital and physical filing systems.
• Participates professionally in organizing job fairs and industry employment events to promote the employer brand and attract qualified candidates, including conducting interviews.
• Responds to employee inquiries about payroll, benefits, and HR procedures, escalating complex issues to HR or the Operations Manager as needed.
• Coordinates the shipping and receiving of office supplies using carriers such as UPS, FedEx, and USPS, and logs all incoming and outgoing items.
• Ensures adherence to labor laws and state regulations by updating necessary postings and maintaining BSIS records.
• Distribute payroll checks to employees in a timely and secure manner weekly.
• Report disciplinary issues to Nautilus' HR in coordination with the Operations Manager, ensuring all documentation is complete and submitted promptly.
• Provides administrative support to the Operations Manager and assists with special projects or operational needs as assigned.
• Performance Goal: Effectively support recruitment, onboarding, and administrative tasks to sustain 100% staffing levels and adherence to compliance standards within the first year.
• Adapts to shifting priorities and supports cross-functional tasks as needed.
• Available to work regular business hours with some extended hours during busy periods.
• Other duties as assigned by the supervisor.

Qualifications

Required:

• Education: High school diploma or equivalent.
• Experience:
  
  • Experience in an office setting providing administrative or managerial support.
  • Experience in supporting recruitment activities like sourcing candidates, screening, or scheduling interviews.
  • Experience with scheduling and payroll systems
• Knowledge:
  
  • Strong computer skills, including proficiency in Microsoft Word and Excel (Mail Merge, V-Lookup, PivotTables).
  • Understanding payroll and scheduling systems.
  • Experience with onboarding and recruitment systems.
• Skills:
  
  • Excellent verbal and written communication skills.
  • Attention to detail and accuracy in data handling.
  • Organizational awareness and multitasking skills.
  • Ability to listen, act promptly, and maintain a professional demeanor.

Preferred:

• Additional Experiences: Supporting HR or compliance functions.
• Knowledge: Familiarity with labor law postings and Department of BSIS online platforms.
• Skills: Customer service, document management, and basic recruitment or talent acquisition tools.

Physical Demands & Work Environment

• Physical Demands: The physical demands listed here are typical requirements for performing the essential functions of this position. This role necessitates the ability to see, hear, speak, and communicate clearly. Manual dexterity is necessary for operating standard office equipment. The position may occasionally require lifting items up to 10 pounds.
• Work Environment: Work is typically performed in a clean, well-lit, and climate-controlled office environment with low to moderate noise levels. Occasional visits to field locations may be required.

Benefits

• Paid vacation and holiday pay.
• Health, dental, and vision (employee contribution required).
• 401(k) with company matching contribution.
• Employee Assistance Program (EAP).
• Pet insurance (employee contribution required).

Why Join Us

At Nautilus, our people are our most valuable asset. We foster a collaborative, inclusive environment where team members feel valued, supported and empowered to grow with us. Whether you are starting your career or looking for the next step, we are committed to investing in your development, offering clear pathways for advancement, ongoing training and leadership development.

With operating areas across CA, FL, IN, NC, NJ, SC, TX and WA, we continue to impact diverse communities and industries. Nautilus International Holding Corporation and its subsidiaries are Equal Opportunity Employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, age, disability, protected veteran status, or any other legally protected status.

If you require reasonable accommodation to apply for a position or to perform the essential functions of a role, please contact View email address on click.appcast.io.

This job description is not intended to be an employment contract or guarantee of employment. Employment with Nautilus International Holding Corporation is at-will, meaning either the employee or the company may terminate the employment relationship at any time, with or without cause or notice. This job description may be modified at any time at the sole discretion of the company.

Equal Opportunity Employer


This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.