Administrative Assistant
Key Skills for This Role
Full Job Posting
Qualifications and experience
- Diploma or bachelor’s degree in Business Administration, Office Administration, Management, Secretarial Studies, or a related discipline; equivalent qualifications with relevant administrative experience may be considered.
- One to three years of administrative, clerical, office coordination, or business support experience.
- Experience in a corporate office, shipbuilding, ship repair, engineering, manufacturing, construction, or industrial environment is advantageous.
- Fresh graduates with strong administrative, organizational, and communication skills may also be considered.
General office administration
- Provide day-to-day administrative and clerical support to the Administration Department and other assigned business functions.
- Prepare, format, distribute, and maintain official correspondence, letters, memoranda, reports, forms, and administrative documents.
- Coordinate stationery, printing, photocopying, scanning, and other routine office services; maintain orderly office arrangements.
- Assist with procedures that improve workflow efficiency, service delivery, and office organization.
Document management and records
- Maintain electronic and physical filing systems for records, correspondence, agreements, and supporting documents.
- Classify, label, index, store, retrieve, and distribute authorized documents according to company document-control requirements.
- Monitor document completeness, validity, and expiry dates where applicable and notify responsible personnel.
- Maintain confidentiality and appropriate access controls for sensitive company, employee, and business information.
Office coordination and communication
- Receive, screen, and direct calls, emails, correspondence, and administrative inquiries.
- Coordinate meetings, appointments, schedules, and internal arrangements; prepare meeting materials, attendance records, minutes, and action trackers when required.
- Facilitate departmental communication and follow-up; communicate professionally with employees, visitors, suppliers, contractors, and other stakeholders.
Supplies, assets, and facilities
- Monitor office supplies and coordinate replenishment requests; maintain records of equipment, furniture, administrative assets, and assigned company property.
- Coordinate routine maintenance, repairs, housekeeping, and facility concerns with authorized service providers.
- Assist with purchase requisitions and supporting documents; monitor service requests and report unresolved issues.
Employee and departmental support
- Assist employees and departments with routine administrative requirements, forms, correspondence, and internal coordination.
- Support arrangements for meetings, training, employee activities, and company events as instructed.
- Coordinate approved travel, accommodation, transportation, courier, and other administrative arrangements where required.
- Assist with new-employee administration, including office access, workspace readiness, and assigned resources; maintain trackers and follow up pending requests.
Vendor, expense, and compliance support
- Coordinate routine communication with approved suppliers, contractors, and administrative service providers.
- Collect quotations, service reports, invoices, delivery notes, and supporting documents; check completeness before forwarding payment requests to Finance.
- Maintain expenditure, service-request, and supplier records; report discrepancies, incomplete services, or unauthorized commitments.
- Maintain administrative registers, trackers, schedules, and reports; comply with company policies, approvals, confidentiality, and internal controls.
- Support audits and management reviews and identify ways to improve administrative processes, document management, and service efficiency.
Work location
- Work location is in person.
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