Administrative / Operations Executive (Shipping / Maritime)

Company Overview

HAI SOON SHIP MANAGEMENT PTE. LTD. is a ship management company providing comprehensive operational and administrative support to ensure efficient maritime business functions.

Job Summary

We are seeking a responsible and proactive Administrative / Operations Executive to support daily administrative and operational functions in our ship management business, collaborating with internal teams, clients, vendors, and stakeholders to ensure smooth operations.

Responsibilities

• Deliver administrative and operational support to facilitate daily business activities and maintain workflow efficiency
• Coordinate and communicate effectively with clients, vendors, service providers, and external stakeholders to support business operations
• Manage insurance-related documentation and administrative processes to ensure compliance and accuracy
• Negotiate with vendors to obtain competitive quotations for products and services, supporting cost-effective procurement
• Monitor operational tasks and follow up to ensure timely completion and resolution of issues
• Prepare, maintain, and update reports, records, and company documentation to support informed decision-making
• Handle correspondence, filing, and document management to maintain organized records
• Coordinate meetings, appointments, and administrative arrangements to support team productivity
• Support various departments by executing administrative and operational tasks as required to meet business needs
• Perform ad-hoc duties assigned by Management to support organizational objectives

Preferred competencies and qualifications

• Diploma or Degree in Business Administration, Maritime Studies, Logistics, Shipping, or a related discipline
• Prior experience in the shipping or maritime industry
• Proficient in Microsoft Office applications (Word, Excel, Outlook, and PowerPoint)
• Strong communication, negotiation, and interpersonal skills to engage effectively with stakeholders
• Excellent organizational and time management skills to manage multiple tasks efficiently
• Ability to work independently and collaboratively within a team
• Responsible, detail-oriented, and eager to learn