Fleet Team Administrative Assistant

at  ONESEA SOLUTIONS PTE LTD

• Understand the Health, Safety, Environmental Protection and Quality Policy, and the responsibilities under the Environmental Management System (EMS)
• Report any environmental noncompliance and/or concern to members of the senior management team (including the highest level of management) either directly or through the open reporting system as per Management System guidelines
• Coordinate the Fleet team’s calendars; send and accept electronic invitations and reminders, organize external meetings and prepare for scheduled events including assisting with catering
• Prepare the Fleet team’s expense reports and reconcile credit card statements
• Organize training for employees who have been promoted to masters, chief engineers, and new superintendents
• Track vessel schedules, compile and forward mail to various ports for the entire fleet
• Maintain and update spreadsheets for fleet-wide Globe Wireless communication, monthly lube oil inventories and replies from various fleet circulars and other issues
• Maintain database of vessel positions as required; compile and distribute weekly position reports
• Attend department meetings and record minutes as required
• Schedule business travel for team members and assist with the preparation of visa applications
• Track team members’ travel, inspection reports, travel invoices and month end reports
• Manage operations team office records; create and organize files, maintain contacts, and complete and store confidential documents
• Update NS5 performance notes for superintendents
• Assist team in preparing monthly and yearly OPEX and budget, may be required to print monthly OPEX reports for HK vessels and assist the team with their reports
• Maintain library of CDs, technical brochures and catalogs
• Provide periodic coverage of reception, work effectively with other assistants, maintain department contact information and posts department information on the intranet
• Collate data from other departments for the fleet teams’ KPI’s and LTIF, maintain the status of hull and machinery insurance claims for the team, compile travel data to vessels for marine services and the fleet team for cross reference and planning purposes
• Prepare monthly off-hire info for the Antarctic and arctic fleets and working with superintendents to maintain an up-to-date list of incidents and CAR’s
• Perform other duties as required

REQUIREMENTS

• 2 or more years of experience in an administrative assistant position or equivalent
• Proficiency in Microsoft Office suite (including Outlook, Word, PowerPoint and Excel)
• Strong verbal and written communication skills, and good writing style
• Sound organizational skills
• Ability to prioritize and multi-task
• Attention to detail
• Prior experience in a ship management company would be an asset
• Will be required to be available via mobile device outside of office hours and to check in regularly
• Will be required to lift packages (e.g. courier, supplies) weighing up to 10 kg
• Able to work for extended periods at a computer

Please refer the Job description for details