Admin Executive

Roles & Responsibilities

The Admin Executive will provide day-to-day administrative and coordination support to ensure smooth office operations. The role involves managing documents and records, coordinating meetings and travel arrangements, handling general correspondence, and supporting various departments with administrative, finance and human-resource matters.

Key Responsibilities

• Manage daily office administration, business correspondence, document preparation and document-control activities.
• Maintain accurate physical and electronic filing systems to ensure records are properly organized and readily available.
• Provide crewing and logistical support, including checking seafarers’ documents, certificates, medical records and visa requirements.
• Coordinate crew travel arrangements, accommodation, transportation, deployment, joining and sign-off schedules.
• Monitor the validity and renewal of company license's, crew certifications and vessel-related documents.
• Liaise with crew members, port agents, travel providers, training centers, vendors and other external parties when required.
• Assist with HR administration, including employee records, onboarding documentation, leave records and general staff matters.
• Support purchasing activities by sourcing quotations, preparing purchase documents and coordinating with suppliers and service providers.
• Monitor office supplies and arrange maintenance or services required for smooth office operations.
• Provide administrative and coordination support to Management and other departments.
• Carry out other administrative duties and special assignments as required.

Requirements & Qualifications

• Diploma or equivalent qualification in Business Administration, Human Resources, Maritime Studies, Logistics or a related discipline.
• Two to five years of experience in administration, office coordination or a similar support role.
• Previous exposure to crewing, marine, offshore or shipping administration would be beneficial but is not essential.
• Proficient in Microsoft Office applications, particularly Word, Excel, PowerPoint and Outlook.
• Strong organisational and time-management abilities, with good attention to detail.
• Effective written and verbal communication skills.
• Able to manage multiple assignments, changing priorities and deadlines across different functions.
• Capable of working independently while cooperating effectively with Management and other departments.
• Responsible and professional, with the ability to handle personnel records and confidential information appropriately.
• Positive attitude, resourcefulness and willingness to learn maritime and crewing procedures.