Total 6 administration assistant job vacancies in Others category in Singapore

This role involves managing a range of office administration tasks, secretarial support for the Country Manager, health and safety coordination, and continuous improvement activities.

Office Administration

• Oversee general office administration, ensuring tasks meet set targets and deadlines.
• Manage office supplies, equipment, post, courier services, and vendor arrangements.
• Administer business cards, petrol cards, and coordinate with 3rd party facilities vendors.
• Handle supplier invoices, payments, and coordinate with the accounting team.
• Issue IT assets to staff and maintain notice boards.
• Create purchase orders and coordinate on-site audits.
• Provide administrative support for interactions with authorities (e.g., MOM, Bizsafe, NEA, PUB).

Secretarial Functions

• Perform secretarial duties for the Country Manager, including calendar management, expense claims, and managing expat services.
• Coordinate travel arrangements, and ensure continuity of key duties during absences.
• Coordinate housing and air-conditioning services for expats.
• Support the organization of company events.

Health & Safety Coordination

• Support the development and implementation of safety, health, and environmental policies.
• Serve as a Safety Council representative and assist in promoting a safe work environment.
• Coordinate maintenance of fire hoses, extinguishers, exit lights, and government license renewals.

Continuous Improvement

• Monitor and maintain standard procedures, identifying and addressing deviations promptly.
• Actively participate in improvement activities to enhance operational efficiency.

Requirements

Education

• Diploma in Business Administration, Office Management, or related field.

Experience:

• Minimum 2-3 years of experience in office administration, secretarial support, or related roles.
• Experience coordinating health & safety or facilities management is a plus.

Skills:

• Strong organizational and multitasking skills, with attention to detail.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Ability to manage schedules, travel arrangements, and handle administrative tasks efficiently.
• Familiarity with handling purchase orders, supplier invoices, and vendor coordination.

Health & Safety Knowledge

• Basic understanding of safety policies and procedures; experience with safety regulations and protocols preferred.

Interpersonal Skills

• Professional demeanor with the ability to communicate effectively with internal teams, management, and external vendors.

Chan Chee Meng
EA 07C3069
R1110620

Marine safety, quality and efficient operation

• Supervise and monitor vessels for safe navigation
• Creating company warning / circular issued by Marine Department, and promulgate to ship manager
• Trouble, incident report analysis and formulation of proper counter measures
• Monitoring operating vessels and provide safety alerts and/or weather warnings for safe navigation
• Performing vessel inspections and office audit for ship managers
• Safety meeting with ship managers
• Summarize KPI and HSEQ analysis
• Review Tank cleaning plan and monitor tank cleaning progress
• Documentation & Routines
• Suggesting improvement/changes to procedure and internal/external manual where required
• Collecting information about new marine regulation, safety, Security Marine circular issued by 3rd parties
• Creating company application of approval

Requirements

• Degree, Maritime Academy, Marine deck officer
• Minimum 2 – 3 years of relevant experience working with tankers or with tanker companies
• Navigation 1st officer's COC on tankers, experience with Chemical Tankers or Tankers is strongly preferred, at least 5 years’ experience on board Tankers
• Strong proficiency in Microsoft Office applications
• Strong verbal and written communication skills in English
• Good interpersonal and communication skills
• Candidates are required to complete online assessment prior to interviews

Chan Chee Meng
EA 07C3069
R1110620

• Check accuracy of creditors’ invoices.
• Record journal entries (purchase and cash payments) and assign costs to designated accounts.
• Manage email account for receiving creditors’ statements of account.
• Reconcile creditors’ statements of account and follow up with creditors and respective departments on matters relating to creditors’ invoices.
• Retrieve invoices for scheduled payments.
• Prepare payment vouchers for COD and scheduled payments.
• Issue cheques for COD and scheduled payments.
• Update PO system with date of payment.
• File payment vouchers with respective invoices.
• Update creditor payments in SAP, reconcile with cash books.
• Prepare detailed schedules for assigned accounts.
• Any other duties as instructed by the management.

Requirement

• Minimum Diploma holder in Accounting.
• Must be able to commit 6 months.

Chan Chee Meng
EA 07C3069
R1110620

Accounts Payable-

• Sort, code and match invoices.
• Set invoices up for payment & filing.
• Enter and upload invoices into the accounting system.
• Track expenses and process expense reports.
• Prepare and process electronic transfers and payments.
• Ad-hoc tasks as & when required.

G/L data entries –

• To generate G/L details for closing team
• To assist closing team for audit schedule preparation
• SPV monthly closing

Job Requirements:

• Some practical experience in working with accounts/bookkeeping.
• Diploma or its equivalent
• 1 year of experience in account, experience in a shipping industry would be a distinct advantage/ fresh graduates with a diploma in accounting (or similar) would be welcome too.
• Proficient in Microsoft Office
• Practical experience in Microsoft Business Central preferred
• Ability to work in a team, meticulous and responsible.

Chan Chee Meng
EA 07C3069
R1110620

• Assist in managing and supervising the workshop personnel in performing maintenance and repair services to marine vessels including routine maintenance, mechanical and electrical repairs, and inspections.
• Ensure adherence to health and safety regulations, policies, and procedures.
• Assist in planning and scheduling workloads and assigning tasks to workshop staff.
• Maintain a clean and organized workshop, ensuring all tools and equipment are in good working condition.
• Ensure efficient communication with clients for job updates, estimates, and inquiries.
• Assist in managing inventory and ordering replacement parts, materials, and supplies.
• Perform other tasks as assigned by the Marine Workshop Manager.

Requirements:

• Bachelor’s degree in Maritime engineering or a related field.
• At least 3 years of experience in marine vessel maintenance and repair.
• Strong knowledge of technical marine engineering and general maritime principles.
• Ability to read and interpret blueprints, schematics, technical manuals, and wiring diagrams.
• Strong leadership and organizational skills.
• Excellent communication and interpersonal skills.
• Ability to work effectively in a fast-paced, high-pressure environment.
• Proficient in MS Office Suite and other relevant software applications.

Chan Chee Meng
EA 07C3069
R1110620

• Assist in managing crewing operations and ensuring the availability of qualified and competent crew for the Company's managed vessels.
• Coordinate with manning agents and recruitment agencies for crew selection, recruitment, and deployment.
• Manage crew scheduling, rotation, and crew changes.
• Ensure compliance with all relevant regulations and industry standards related to crewing.
• Handle crew documentation, contracts, and payroll.
• Assist in identifying and addressing crew training and development needs.
• Collaborate with other departments to ensure smooth crewing operations.
• Participate in crew meetings and provide support for crew-related matters.
• Keep updated with industry trends and developments in crewing practices.
• Assist in maintaining accurate crewing data and records.
• Perform other duties as assigned by the Crewing Manager.

Requirement:

• Bachelor's degree in Maritime Studies, Human Resources, or a related field.
• Minimum 3 years of experience in crewing operations, preferably in the maritime industry.
• Strong knowledge of crewing regulations and requirements.
• Excellent organizational and time management skills.
• Good communication and interpersonal skills.
• Proficient in Microsoft Office applications.
• Ability to work well in a team and adapt to a fast-paced environment.

Chan Chee Meng
EA 07C3069
R1110620