The posting
Job Scope:
- Provide comprehensive administrative support for projects and enquiries.
- Serve as the first point of contact by handling incoming telephone calls, emails, and visitors professionally.
- Draft emails and other business correspondence.
- Manage project calendars, schedule appointments, and coordinate both physical and Microsoft Teams meetings.
- Arrange project-related travel, accommodation, and other logistical requirements.
- Maintain organised electronic filing systems and safeguard project files, documents, records, and confidential information.
- Coordinate and follow up on assigned tasks to ensure timely completion.
- Assist project teams in coordinating with vendors, clients, classification societies, internal departments, and other stakeholders.
- Manage day-to-day administrative matters relating to projects and enquiries.
- Support the submission of project documentation for vessel design approvals, certifications, and regulatory compliance with classification society requirements.
- Assist project teams in preparing technical presentations and coordinating client meetings and discussions where required.
- Maintain project records, project numbering, document control, document registers, correspondence, enquiry trackers, and submission logs.
- Monitor project schedules, submission deadlines, client deliverables, and follow up on outstanding action items.
- Coordinate project kick-off meetings, including scheduling, preparation of meeting materials, and tracking follow-up actions.
- Ensure all documentation complies with company procedures, ISO quality management requirements, and other applicable standards.
- Handle confidential information with the highest level of professionalism and discretion.
- Support office administration and maintenance activities, including coordinating office facilities, equipment, vendors, and general workplace upkeep, when required.
- Perform cross-functional administrative duties to ensure business continuity and support the smooth operation of the Administration Department.
- Perform any other duties or ad hoc assignments as assigned.
Requirements:
- Diploma or Degree.
- Minimum 2 years of relevant administrative or project administration experience.
- Proficient in Microsoft Office applications, particularly Excel, Word, Outlook, PowerPoint, and Microsoft Teams.
- Excellent organisational, time management, and prioritisation skills.
- Strong attention to detail and accuracy.
- Strong interpersonal, verbal, and written communication skills.
- Ability to work independently and collaboratively in a team environment.
- Ability to manage multiple tasks and meet deadlines.
- Ability to maintain confidentiality and exercise discretion.
- Flexible and adaptable, with the ability to provide administrative support across different functions and stakeholders as required.
- Able to work effectively under pressure and respond to changing priorities in a fast-paced environment.
- Proactive, resourceful, and eager to learn.
- Experience in support of senior management will be an advantage
