Admin Executive (Shipping Industry)

We are looking for a meticulous and proactive Executive/Senior Executive, Administration for a global shipping company. The incumbent will be responsible for providing comprehensive administrative support, including documentation, finance, logistics, crew and guest coordination, and compliance matters. The ideal candidate would have strong administrative experience and prior exposure to maritime operations.

Key Responsibilities

Administrative Support

• Maintain and update operational records, statutory documents, insurance policies and certificates.
• Monitor the validity and renewal of personnel certifications and medical documentation.
• Organise technical manuals, reports, correspondence and other records.
• Prepare meeting agendas, record minutes and follow up on outstanding action items.

Operational Coordination

• Coordinate movement arrangements, operational activities and event participation.
• Assist with itinerary planning and other logistical arrangements.
• Liaise with external service providers, facilities, agents and other stakeholders.
• Monitor maintenance, inspection and survey schedules.

Finance & Procurement Support

• Process invoices, quotations, expense claims and supporting documents.
• Track operating expenses and assist with budget reconciliations.
• Coordinate procurement activities and monitor delivery status.
• Assist in monitoring monthly financial information for assigned assets.

Personnel & Hospitality Support

• Coordinate travel, accommodation, onboarding and related arrangements.
• Maintain personnel records, contact details and rotation schedules.
• Support provisioning, hospitality arrangements and special requests when required.
• Prepare relevant briefing materials, schedules and supporting documents.

Compliance & Safety

• Monitor regulatory and compliance deadlines and provide related administrative support.
• Maintain documentation for safety activities, inspections and audits.
• Track and follow up on corrective actions arising from inspections or reviews.

Stakeholder Coordination

• Prepare routine updates, operational reports and monthly status reports.
• Coordinate feedback and follow up on outstanding matters.
• Serve as a point of contact for vendors and service providers when required.

Interested candidates, please send your CV to [email protected].

We regret that only shortlisted candidates will be notified. Thank you for your understanding.