ADMINISTRATIVE ASSISTANT

• • Handle general administrative and clerical duties such as filing, data entry, scanning, photocopying, and document control. • Prepare purchase orders, quotations, invoices, delivery orders, timesheets, and other documents . • Coordinate with shipyards, vessel crews, suppliers, subcontractors, and customers . • Assist with scheduling for vessel maintenance, repairs, inspections, surveys, and site/shipyard activities . • Maintain records for vessels, equipment, certificates, permits, and service/maintenance documents. • Support crew-related administration , such as travel arrangements, attendance, accommodation, and documentation. • Follow up with suppliers on purchase orders, deliveries, materials, and services . • Assist project or operations teams with job sheets, work orders, reports, and progress updates . • Arrange meetings, prepare minutes, and coordinate appointments. • Handle email correspondence and phone enquiries professionally. • Maintain confidential company, customer, vessel, and employee information. • Assist with HSSE/HSE documentation , training records, permits, and compliance paperwork where required. • Liaise with finance on billing, invoice submissions, payment documentation, and expense claims . Provide general support to managers, operations staff, project teams, and vessel personnel. Marine-specific responsibilities Depending on the company, the role may also involve: • Maintaining vessel particulars and statutory/class certification records . • Tracking certificate expiry dates and arranging renewals. • Coordinating shipyard attendance and vessel service visits . • Preparing documentation for port calls, vessel inspections, and marine operations . • Coordinating spare-parts and equipment deliveries to vessels. • Supporting crew changes, medical appointments, training, and travel arrangements . • Maintaining records for class societies, flag-state requirements, audits, and inspections . Skills usually required • Good Microsoft Office skills, especially Excel, Word, and Outlook . • Strong organization and document-control skills. • Good written and verbal communication. • Ability to coordinate with multiple parties and meet deadlines. • Attention to detail, especially for vessel and compliance documents. • Basic understanding of marine operations, shipyard activities, procurement, and HSE is an advantage. • Ability to work in a fast-paced environment and handle urgent operational requests. In simple terms: the Marine Administrative Assistant is the person who keeps the paperwork, coordination, records, schedules, and communication running smoothly so that vessel and marine operations can proceed without administrative delays.