Qualifications:

Diploma or Bachelor's Degree in Business Administration, Office Administration, Management, Secretarial Studies, or a related discipline.

Equivalent qualifications supported by relevant administrative experience may be considered.

Experience:

1–3 years of administrative, clerical, office coordination, or business support experience.

Experience within a corporate office, shipbuilding, ship repair, engineering, manufacturing, construction, or industrial environment is advantageous.

Fresh graduates with strong administrative, organizational, and communication skills may also be considered.

Accountabilities:

General Office Administration

Provide day-to-day administrative and clerical support to the Administration Department and other assigned business functions.
Prepare, format, distribute, and maintain official correspondence, letters, memoranda, reports, forms, and administrative documents.
Coordinate routine office requirements, including stationery, printing, photocopying, scanning, and other administrative services.
Maintain orderly office arrangements and coordinate with relevant personnel to address administrative requirements.
Assist in implementing administrative procedures to improve workflow efficiency, service delivery, and office organization.

Document Management & Records Control

Maintain accurate electronic and physical filing systems for administrative records, correspondence, agreements, and supporting documents.
Ensure documents are properly classified, labelled, indexed, and stored in accordance with company document-control requirements.
Retrieve and distribute authorized documents and information to relevant departments and personnel.
Monitor document completeness, validity, and expiry dates where applicable, and notify responsible personnel of required action.
Maintain confidentiality and ensure appropriate access controls for sensitive company, employee, and business information.

Office Coordination & Communication

Receive, screen, and appropriately direct incoming telephone calls, emails, correspondence, and administrative inquiries.
Coordinate meetings, appointments, schedules, and internal administrative arrangements as instructed.
Prepare meeting materials, attendance records, minutes, and action trackers when required.
Facilitate communication and follow-up between departments regarding administrative requests and outstanding matters.
Maintain professional communication with employees, visitors, suppliers, contractors, and other stakeholders.

Office Supplies, Assets & Facilities Support

Monitor office stationery, consumables, and general administrative supplies and coordinate replenishment requests.
Maintain records of office equipment, furniture, administrative assets, and other assigned company property.
Coordinate routine maintenance requests, repairs, housekeeping requirements, and facility-related concerns with authorized service providers.
Assist with the preparation of purchase requisitions and supporting documents for approved administrative requirements.
Monitor completion of assigned maintenance and service requests and report unresolved issues to the responsible supervisor.

Employee & Departmental Administrative Support

Assist employees and departments with routine administrative requirements, forms, correspondence, and internal coordination.
Support arrangements for meetings, training sessions, employee activities, and company events as instructed.
Coordinate approved travel, accommodation, transportation, courier, and other administrative arrangements where required.
Assist with administrative requirements for new employees, including office access, workspace readiness, and coordination of assigned resources.
Maintain administrative trackers and follow up pending requests to ensure timely completion.

Vendor, Service Provider & Expense Administration

Coordinate routine communication with approved suppliers, contractors, and administrative service providers.
Collect quotations, service reports, invoices, delivery notes, and supporting documents for authorized administrative requirements.
Verify the completeness of supporting documentation before forwarding invoices or payment requests to Finance.
Maintain records of administrative expenditures, service requests, and supplier documentation.
Report discrepancies, incomplete services, or unauthorized commitments to the responsible supervisor.

Reporting, Compliance & Continuous Improvement

Maintain updated administrative registers, trackers, schedules, and records required for daily operations.
Prepare periodic reports covering administrative activities, pending requests, office supplies, service issues, and other assigned matters.
Ensure assigned administrative activities comply with company policies, approval procedures, confidentiality requirements, and internal controls.
Support internal audits and management reviews by providing accurate administrative records and supporting documentation.
Identify opportunities to simplify administrative processes, improve document management, and enhance service efficiency.

Work Location: In person

Administrative Assistant

Job description