Administrative Secretary at Proactive Talent Solutions

Port Louis, Port Louis, Mauritius -

Full Time

Start Date

Immediate

Expiry Date

14 Jun, 26

Salary

0.0

Posted On

16 Mar, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organisation, Time Management, Attention To Detail, Confidentiality, Communication, Interpersonal Skills, Coordination, Administrative Skills, Documentation Skills, Microsoft Office, English, French

Industry

Staffing and Recruiting

Description

Administrative Secretary Role Overview Our Client in the shipping industry is seeking a highly organised and proactive Administrative Secretary to support daily administrative operations and provide coordination across office management, crew logistics, and maritime insurance matters. The role requires a detail-oriented professional capable of handling confidential documentation, coordinating international travel and logistics, and ensuring smooth administrative processes within a dynamic maritime environment. Key Responsibilities 1. Administrative & Secretarial Support Manage the renewal of company licences and administrative compliance documentation. Coordinate office supplies and stationery orders. Process and follow up on health insurance claims. Maintain accurate records of employee sick leave and local leave, and prepare management reports. Organise and maintain company documentation and filing systems. Prepare and circulate internal communications. Maintain and update contact databases and communication groups. Ensure office maintenance, tidiness, and general administration. Welcome and assist foreign representatives and visitors. Coordinate management schedules, appointments, and travel arrangements. Draft and format confidential correspondence and official letters. Manage incoming and outgoing courier and documentation. 2. Crew Logistics & Coordination Arrange visas with Immigration authorities for ship crew members Organise hotel bookings, airport transfers, and transportation logistics for crew members, ship owners, and business representatives Coordinate medical appointments for crew members and ensure follow-up with relevant service providers Liaise with internal departments regarding medical invoices and administrative follow-up 3. Maritime Insurance Administration Coordinate the appointment of surveyors in insurance cases Liaise with all relevant stakeholders during maritime claims Prepare and issue insurance-related invoices Coordinate medical evacuations, including: Clinic bookings Ambulance or transport arrangements Circulation of medical reports Invoice verification and follow-up Candidate Profile Education Cambridge Higher School Certificate, Diploma in Business Administration, Secretarial Studies, or related field Experience Previous experience in administrative or secretarial roles would be an advantage Experience in logistics coordination, travel arrangements, ormaritime/shipping industry would be an advantage Key Skills & Competencies Excellent organisation and time management Strong attention to detail Ability to handle confidential and sensitive information Good communication and interpersonal skills Ability to coordinate multiple stakeholders Administrative and documentation skills Proficiency in Microsoft Office (Word, Excel, Outlook) Fluent in both English and French

Responsibilities

The Administrative Secretary will manage daily administrative tasks, including compliance documentation, office supplies, and record keeping, while also coordinating schedules and confidential correspondence for management.