Technical Admin Executive - Singapore - Hai Soon Diesel & Trading Pte Ltd

Description

Responsibilities:

Coordination and Scheduling
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Class Survey Scheduling:Facilitate the planning and timing of class surveys and inspections, ensuring compliance with maritime regulations while minimizing operational disruptions.
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Dry Docking Planning:Assist in organizing dry-docking schedules, preparing necessary documentation, and coordinating logistics for efficient execution.
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Inspection and Survey Coordination: Arrange for required inspections and surveys for certificate renewals, working closely with the Technical Manager and Superintendents to ensure vessel availability.
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Regulatory Body Liaison:Coordinate with regulatory bodies, facilitating document submissions and communication for inspections.

Maintenance and Compliance Support
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PMS Administration:Contribute to the upkeep of the Planned Maintenance System by updating maintenance schedules, tracking activities, and facilitating maintenance communications.
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Record Maintenance for Easy Access: Organize digital and physical records of certificates and documentation to support audits, inspections, and reviews.
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Compliance and Documentation:Monitor regulatory changes affecting vessel certification and flagging, maintaining compliance checklists, and ensuring all documentation is current and accessible.
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Certificate and Documentation Renewal:Proactively manage the renewal of vessel certificates and flag state documentation, setting reminders and coordinating renewal processes to avoid lapses.
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Stakeholder Communication:Regularly update internal stakeholders on certification statuses, regulatory changes, and compliance requirements.

Administrative and Logistic Support
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Budget Assistance:Support the creation, estimation and oversight of technical budgets, aiding in expense tracking and procurement processes such as expenses related to certificate renewals, inspections, and compliance activities to ensure cost efficiency.
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Service Provider Liaison:Serve as the point of contact for external service providers, coordinating technical services and ensuring timely delivery.
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Vendor Coordination for Certification Services:Manage interactions with vendors and service providers related to certification processes, ensuring services meet maritime standards.
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Filing and Record Keeping:Maintain organized records of technical operations, ensuring that maintenance logs, compliance documents, and technical records are up-to-date and readily available.

Communication and Project Support
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Meeting Facilitation:Organize and support meetings between the technical team and external parties, ensuring effective communication and documentation of technical updates.
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Project Administrative Support: Provide logístical and administrative assistance for technical projects, tracking progress and facilitating communication among stakeholders.
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Inventory Management Support:Assist in tracking and managing inventory levels for spare parts and technical supplies, ensuring accuracy and availability.


Job Requirements:

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Qualifications: Diploma in Business Administration or a related field. Additional qualifications in office administration or related fields are highly regarded.
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Experience: 1-2 years of experience in a Technical Admin assistant role or similar administrative capacity within corporate management. Prior experience in the Marine Industries is an added advantage.

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Skills and Abilities:

• Exceptional organizational and time management skills, capable of prioritizing tasks efficiently and working under pressure.
• Strong verbal and written communication skills in English and Mandarin, with Burmese and Bahasa Malaysia being an additional plus for liaising with multilingual associates.
• Excellent interpersonal skills, with the ability to work collaboratively within a team environment and interact effectively across all levels of the organization.

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Personal Qualities: Demonstrates flexibility, adaptability, and a proactive approach to managing multiple tasks and changing priorities.


Job Types:
Full-time, Permanent


Salary:
From $2,200.00 per month


Schedule:

• Monday to Friday

Ability to Commute:

• Singapore (required)

Ability to Relocate:

• Singapore: Relocate before starting work (required)

Work Location:
In person