Job overview
We are seeking a detail-oriented and highly organized Administrative Assistant to support our maritime operations and administrative functions. This role involves coordinating documentation, maintaining accurate records, and assisting with communication between internal departments, port authorities, shipping agents, and external stakeholders. The ideal candidate will possess excellent organizational skills, a strong understanding of maritime procedures, and the ability to thrive in a fast-paced environment.
Key Responsibilities:
· Administrative Support:
Provide comprehensive administrative support to the crewing department and other operational units to ensure efficient workflow and communication across the organization.
· Document Management:
Prepare, organize, and maintain physical and electronic files including crew contracts, POEA documentation, company correspondence, training records, medical certificates, and travel documents in accordance with internal protocols and industry regulations.
· POEA and Government Liaison:
Assist in the preparation and submission of documents required by government agencies such as the POEA, MARINA, and DOLE, ensuring compliance with all regulatory standards and timelines.
· Crew Coordination:
Coordinate crew schedules, deployment briefings, travel arrangements, and other logistics for on-signers and off-signers. Ensure all pre-departure and post-arrival requirements are fulfilled and documented.
· Records and Database Management:
Update and manage the company’s crew management system and internal databases, always ensuring accuracy and confidentiality of seafarer information.
· Meeting and Calendar Management:
Schedule and organize internal meetings, appointments, and external engagements. Prepare meeting agendas, take minutes, and distribute summaries to relevant parties.
· Communication Handling:
Serve as the point of contact for incoming calls, emails, and inquiries. Respond professionally and promptly or redirect messages to appropriate departments as necessary.
· Office Operations:
Oversee day-to-day office activities including mail distribution, filing, photocopying, scanning, and maintaining orderly workspaces. Assist in maintaining inventory and ordering of office supplies and equipment.
· Logistical and Travel Support:
Arrange flights, accommodation, and transportation for both local and international crew members and staff as needed.
· Support to Accounting:
Coordinate with accounting for processing invoices, reimbursements, and petty cash liquidation.
· Internal Compliance Assistance:
Monitor document expirations such as licenses, certificates, and contracts. Notify relevant departments or crew members in advance to ensure timely renewal and avoid compliance issues.
· Special Projects:
Support special projects, audits, and company events as assigned by management. Participate in company initiatives such as ISO audits, crew welfare programs, and training coordination.
General Office Management:
Qualification
- Bachelor’s degree in business administration or related
- Willingness to work in Bacoor City, Cavite
- Open for fresh graduates
- Good inter-personal relationship and work attitude
Job Types: Full-time, Permanent, Fresh graduate
Pay: Php16,000.00 - Php18,000.00 per month
Benefits:
- Additional leave
- Company Christmas gift
- Company events
- Health insurance
- Opportunities for promotion
- Paid training
- Pay raise
- Promotion to permanent employee
Schedule:
- 8 hour shift
- Day shift
- Overtime
Supplemental Pay:
- 13th month salary
- Overtime pay
- Yearly bonus
Work Location: In person