The role
We're looking for an individual to work within a dynamic shipping company. The position offers the opportunity to learn & develop, providing ‘front of house’ duties, general office administration, and housekeeping within the office.
Summary of responsibilities
Guest Management
- Maintaining professional, clean, and welcoming office facilities for external and internal meetings.
- Coordinate desk setups for overseas visitors and new joiners.
- Administration of all access passes for new joiners and visitors.
- Welcoming visitors/ guests and providing refreshments
- Organize contractors / vendors appointments
- Answer and manage multi-line telephone system
- Attend to all courier and dispatch requirements for both incoming as well as outgoing posts
Office Administration
- Coordinate bookings of meeting rooms and maintain overall cleanliness of the meeting rooms and reception area.
- Maintain supplies of the Office Pantry, corporate stationery and business cards
- Ensuring that the pantry area is well stocked and tidy
- Liaising with building management on facilities issues as required
- Maintaining office documentation & filing of corporate & trade agreements
- Assist with organising of office social events, staff engagement activities, training, meetings and events.
- Assisting with non-confidential HR paperwork as required
Travel Administration
- Assisting with office travel and accommodation arrangements at comparative prices and within the company group policy guidelines
- Assisting with the documentation required for visa application for all visitors and staff travelling
- Administration of Senior Commercial and management business expenses as required.
Finance Administration
- Prepare and assist with intercompany reconciliations
- Assist with coordinating and sending bunker delivery notes
Any other ad-hoc duties as assigned.
Skills and experience
- Prior experience in an administrative function will be beneficial;
- Strong attention to detail;
- Highly organised;
- Uses initiative;
- Experience in making travel arrangements;
- Resourceful.
