Admin - Projects & Technical Support

Job Scope:

• Provide comprehensive administrative support for projects and enquiries.
• Serve as the first point of contact by handling incoming telephone calls, emails, and visitors professionally.
• Draft emails and other business correspondence.
• Manage project calendars, schedule appointments, and coordinate both physical and Microsoft Teams meetings.
• Arrange project-related travel, accommodation, and other logistical requirements.
• Maintain organised electronic filing systems and safeguard project files, documents, records, and confidential information.
• Coordinate and follow up on assigned tasks to ensure timely completion.
• Assist project teams in coordinating with vendors, clients, classification societies, internal departments, and other stakeholders.
• Manage day-to-day administrative matters relating to projects and enquiries.
• Support the submission of project documentation for vessel design approvals, certifications, and regulatory compliance with classification society requirements.
• Assist project teams in preparing technical presentations and coordinating client meetings and discussions where required.
• Maintain project records, project numbering, document control, document registers, correspondence, enquiry trackers, and submission logs.
• Monitor project schedules, submission deadlines, client deliverables, and follow up on outstanding action items.
• Coordinate project kick-off meetings, including scheduling, preparation of meeting materials, and tracking follow-up actions.
• Ensure all documentation complies with company procedures, ISO quality management requirements, and other applicable standards.
• Handle confidential information with the highest level of professionalism and discretion.
• Support office administration and maintenance activities, including coordinating office facilities, equipment, vendors, and general workplace upkeep, when required.
• Perform cross-functional administrative duties to ensure business continuity and support the smooth operation of the Administration Department.
• Perform any other duties or ad hoc assignments as assigned.

Requirements:

• Diploma or Degree.
• Minimum 2 years of relevant administrative or project administration experience.
• Proficient in Microsoft Office applications, particularly Excel, Word, Outlook, PowerPoint, and Microsoft Teams.
• Excellent organisational, time management, and prioritisation skills.
• Strong attention to detail and accuracy.
• Strong interpersonal, verbal, and written communication skills.
• Ability to work independently and collaboratively in a team environment.
• Ability to manage multiple tasks and meet deadlines.
• Ability to maintain confidentiality and exercise discretion.
• Flexible and adaptable, with the ability to provide administrative support across different functions and stakeholders as required.
• Able to work effectively under pressure and respond to changing priorities in a fast-paced environment.
• Proactive, resourceful, and eager to learn.
• Experience in support of senior management will be an advantage