Records Assistant Jobs in Bothell, WA (NOW HIRING)

ABOUT STABBERT MARITIME

Stabbert Maritime is a Seattle-based maritime company with operations in Seattle and Anacortes. We own and operate a worldwide fleet of vessels, providing specialized maritime solutions to clients across offshore, research, and industrial sectors. Our success is built on technical excellence, strong client partnerships, and a deep respect for our Vessels, Crew, and Customers.

We are seeking an experienced Office Administrator to join our Human Resources Team.

The Office Administrator serves as a key support partner to the Corporate HR Manager and is responsible for coordinating office operations, employee support services, administrative functions, and workplace engagement activities. This role helps ensure the smooth day-to-day operation of the office while supporting human resources processes, benefits administration, recruiting activities, employee onboarding, company events, and internal communications.

The Office Administrator is often the first point of contact for employees and plays a critical role in creating a professional, organized, and welcoming workplace. This position requires exceptional organizational skills, attention to detail, discretion with confidential information, and a strong commitment to customer service.

Essential Functions

• Provide administrative support to the Corporate HR Manager and HR department.
• Assist with onboarding, orientation, employee record management, and offboarding activities.
• Support employee benefits administration, including enrollments, life event changes, employee communications, and general benefit inquiries.
• Coordinate pre-employment activities, including background checks, drug screenings, new hire paperwork and setting up new hires on company software platforms.
• Assist with recruiting activities, including job postings, interview scheduling, candidate communications, and applicant tracking.
• Maintain employee files, HR databases, and compliance records.
• Assist with policy administration and employee communications.
• Coordinate daily office operations to ensure an organized, efficient, and professional work environment.
• Manage office supplies, equipment, kitchen inventory, and vendor relationships.
• Coordinate facility maintenance requests and office service providers.
• Manage conference room scheduling and meeting logistics.
• Serve as a primary point of contact for visitors, vendors, and general office inquiries.
• Assist with travel arrangements, accommodations, and meeting coordination as needed.
• Support document management, filing systems, and record retention practices.
• Coordinate employee appreciation events, company celebrations, holiday activities, and team-building events.
• Support employee recognition programs and service anniversary celebrations.
• Assist with company meetings, training sessions, and employee engagement initiatives.
• Help create a positive workplace culture through employee-focused programs and activities.
• Coordinate welcome activities for new employees and support a positive onboarding experience.
• Prepare reports, presentations, correspondence, and spreadsheets.
• Track projects, deadlines, and action items for the HR department and leadership team.
• Assist with invoice processing, expense reporting, and administrative documentation.
• Support special projects and company initiatives as assigned.
• Maintain confidentiality regarding employee, business, and organizational matters.
• Perform additional administrative, operational, and HR-related duties as assigned.

Skills and Qualifications:

• Strong organizational and time-management skills.
• Exceptional attention to detail and accuracy.
• Excellent customer service and interpersonal skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities and meet deadlines.
• Ability to maintain confidentiality and exercise sound judgment.
• Professional, positive, and service-oriented approach.
• Strong event planning and coordination skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to learn HRIS, payroll, benefits, and applicant tracking systems.
• Strong problem-solving skills and initiative.
• Ability to work independently and collaboratively in a team environment.

Education and Experience:

Required

• High school diploma or equivalent.
• Minimum of three (3) years of experience in office administration, human resources support, executive support, office coordination, or a related role.
• Proficiency in Microsoft Office Suite.
• Experience handling confidential information with discretion.

Preferred

• Associate's or Bachelor's degree in Business Administration, Human Resources, Communications, or a related field.
• Experience supporting employee benefits administration, onboarding, recruiting, or other HR functions.

COMPENSATION & BENEFITS

• Competitive salary
• Medical, Dental, and Vision insurance
• Flexible Spending Accounts (FSA)
• 401(k) retirement plan
• Paid vacation and paid holidays

Stabbert Maritime is proud to be an equal opportunity employer.
If you are a hands-on maritime professional who values teamwork, accountability, and operational excellence, we encourage you to apply and join our growing team.