Administrative Officer

The Administrative Officer shall have the following qualifications:

• Secretarial education or equivalent training and experience;
• Good command of the English language;
• Excellent typing skills;
• Excellent knowledge of computer programs;
• Good communication skills as well as the ability to work within a team.

The Administrative Officer is responsible for:

• Manage local and coordinate overseas mail logistics;
• Preparing and sending mail on board the vessels as specified in the Management System;
• Perform general administrative support duties as required and maintain office supplies;
• Coordinate document handling (printing, scanning, copying) and communication (calls, mail distribution);
• Maintain and update staff contact lists and directories;
• Manage offsite archived file storage and document records;
• Compile and report quarterly paper consumption and staff statistics to the QSHE department;
• Provide weekly updates of the travel plans and circulation of public holiday notifications to local offices, other branches and third parties;
• Arrange hotel bookings for staff and vessel masters;
• Assist with employee registration and coordinate with external vendors on medical insurance claims;
• Prepare authorizations for bi-annual medical check-ups for travelling staff;
• Coordinate Staff pass applications and manage access housekeeping;
• Support HR in maintaining training records, course enrollments and preparing onboarding matters for new joiners;
• Maintain marketing e-shop stock and coordinate gift distribution;
• Verify office requisition invoices and process phone bills expenses to the management;
• Perform ad-hoc tasks and duties as assigned by management or department heads.

The Administrative Officer reports to and is accountable to the HR Manager.