Administrative Secretary

Administrative Secretary

Administrative Secretary

Role Overview

Our Client in the shipping industry is seeking a highly organised and proactive Administrative Secretary to support daily administrative operations and provide coordination across office management, crew logistics, and maritime insurance matters.

The role requires a detail-oriented professional capable of handling confidential documentation, coordinating international travel and logistics, and ensuring smooth administrative processes within a dynamic maritime environment.

Key Responsibilities

1. Administrative & Secretarial Support

• Manage the renewal of company licences and administrative compliance documentation.
• Coordinate office supplies and stationery orders.
• Process and follow up on health insurance claims.
• Maintain accurate records of employee sick leave and local leave, and prepare management reports.
• Organise and maintain company documentation and filing systems.
• Prepare and circulate internal communications.
• Maintain and update contact databases and communication groups.
• Ensure office maintenance, tidiness, and general administration.
• Welcome and assist foreign representatives and visitors.
• Coordinate management schedules, appointments, and travel arrangements.
• Draft and format confidential correspondence and official letters.
• Manage incoming and outgoing courier and documentation.

2. Crew Logistics & Coordination

• Arrange visas with Immigration authorities for ship crew members
• Organise hotel bookings, airport transfers, and transportation logistics for crew members, ship owners, and business representatives
• Coordinate medical appointments for crew members and ensure follow-up with relevant service providers
• Liaise with internal departments regarding medical invoices and administrative follow-up

3. Maritime Insurance Administration

• Coordinate the appointment of surveyors in insurance cases
• Liaise with all relevant stakeholders during maritime claims
• Prepare and issue insurance-related invoices
• Coordinate medical evacuations, including:
• Clinic bookings
• Ambulance or transport arrangements
• Circulation of medical reports
• Invoice verification and follow-up

Candidate Profile

Education

• Cambridge Higher School Certificate, Diploma in Business Administration, Secretarial Studies, or related field

Experience

• Previous experience in administrative or secretarial roles would be an advantage
• Experience in logistics coordination, travel arrangements, or maritime/shipping industry would be an advantage

Key Skills & Competencies

• Excellent organisation and time management
• Strong attention to detail
• Ability to handle confidential and sensitive information
• Good communication and interpersonal skills
• Ability to coordinate multiple stakeholders
• Administrative and documentation skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Fluent in both English and French