Administrative Secretary
Administrative Secretary
Role Overview
Our Client in the shipping industry is seeking a highly organised and proactive Administrative Secretary to support daily administrative operations and provide coordination across office management, crew logistics, and maritime insurance matters.
The role requires a detail-oriented professional capable of handling confidential documentation, coordinating international travel and logistics, and ensuring smooth administrative processes within a dynamic maritime environment.
Key Responsibilities
1. Administrative & Secretarial Support
- Manage the renewal of company licences and administrative compliance documentation.
- Coordinate office supplies and stationery orders.
- Process and follow up on health insurance claims.
- Maintain accurate records of employee sick leave and local leave, and prepare management reports.
- Organise and maintain company documentation and filing systems.
- Prepare and circulate internal communications.
- Maintain and update contact databases and communication groups.
- Ensure office maintenance, tidiness, and general administration.
- Welcome and assist foreign representatives and visitors.
- Coordinate management schedules, appointments, and travel arrangements.
- Draft and format confidential correspondence and official letters.
- Manage incoming and outgoing courier and documentation.
2. Crew Logistics & Coordination
- Arrange visas with Immigration authorities for ship crew members
- Organise hotel bookings, airport transfers, and transportation logistics for crew members, ship owners, and business representatives
- Coordinate medical appointments for crew members and ensure follow-up with relevant service providers
- Liaise with internal departments regarding medical invoices and administrative follow-up
3. Maritime Insurance Administration
- Coordinate the appointment of surveyors in insurance cases
- Liaise with all relevant stakeholders during maritime claims
- Prepare and issue insurance-related invoices
- Coordinate medical evacuations, including:
- Clinic bookings
- Ambulance or transport arrangements
- Circulation of medical reports
- Invoice verification and follow-up
Candidate Profile
Education
- Cambridge Higher School Certificate, Diploma in Business Administration, Secretarial Studies, or related field
Experience
- Previous experience in administrative or secretarial roles would be an advantage
- Experience in logistics coordination, travel arrangements, ormaritime/shipping industry would be an advantage
Key Skills & Competencies
- Excellent organisation and time management
- Strong attention to detail
- Ability to handle confidential and sensitive information
- Good communication and interpersonal skills
- Ability to coordinate multiple stakeholders
- Administrative and documentation skills
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Fluent in both English and French