Job Description:
Office Management:
Manage day-to-day operations of the site office, including maintaining office supplies, equipment, and facilities.
Oversee administrative staff (if applicable) and delegate tasks effectively to ensure efficiency.
Documentation and Record-Keeping:
Maintain accurate and up-to-date records, documents, and logs related to shipyard activities, such as project documentation, contracts, permits, and safety records.
Ensure compliance with regulatory requirements and company policies regarding documentation and record-keeping.
Communication and Correspondence:
Serve as a central point of contact for internal and external communications, including phone calls, emails, and mail.
Coordinate communication between various departments within the shipyard, as well as with clients, suppliers, contractors, and regulatory agencies.
Project Support:
Provide administrative support to project managers and teams working on shipbuilding or repair projects.
Assist in scheduling meetings, preparing project reports, tracking project expenses, and maintaining project documentation.
Health, Safety, and Environmental (HSE) Compliance:
Support the implementation of health, safety, and environmental policies and procedures within the site office.
Assist in organizing safety training sessions, conducting safety inspections, and ensuring compliance with relevant regulations.
Procurement and Vendor Management:
Assist in procurement activities by obtaining quotes, issuing purchase orders, and tracking deliveries of materials and equipment.
Maintain records of vendors, contracts, and supplier information, and facilitate communication with vendors as needed.
Visitor and Personnel Management:
Manage the reception area, greet visitors, and provide necessary assistance or information.
Coordinate with shipyard project manager for gate entry.
Renew necessary entry pass for site members and visitors.
Financial Administration:
Assist in financial administration tasks, such as processing invoices, tracking expenses, and reconciling accounts.
