Admin - Projects & Technical Support

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