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 Asia Region.
