Job position summary
Reporting to the Group Manager, the main responsibility of the admin assistant is to provide daily administrative support to the team.
Key Roles and Responsibilities
- Liaise with Manager/ Superintendents for prompt supply of technical spare parts or vsl repair jobs.
- Handle purchasing activities as well as arranging logistic to connect the spares to the vessels.
- Create job sheet in Tally Accounting system and Issue PO to vendor.
- Provide delivery note/ proforma invoice/ packing list to the vendor for delivery.
- Send enquiry/ requisitions to suppliers worldwide for quotations of supply of technical spare parts.
- Liaise with vessels on any information required pertaining to requisitions.
- Follow up with quotation from suppliers.
- Assist in logistics arrangement (air freight/ sea freight/ land transport/ sea transport)
- Liaise with agents and ships for supply of spare parts and sometimes repairs to vessels worldwide.
- Document filing / sending final costing to accounts for billing/ Invoicing.
Relationship
- Technical and Accounts Department
Job experience, functional knowledge & qualifications
- 1 – 2 years administrative experience is preferred
- Minimum A-level/ITE/Diploma holder
- Fresh graduate with a good attitude will also be considered
- Basic knowledge of Energy Management Systems and / or energy conservation methods is an advantage
Competencies
Level 1
Level One Competencies
Effective decision-making
- Analysis & Problem Solving
Interacting with others
- Collaboration, inclusion & teamwork
- Listening and communicating
Driving high quality
- Customer focus
- Planning & organizing
- Initiative
- Accountability
