Fleet Administrative Assistant

POSITION DESCRIPTION

The Fleet Team Administrative Assistant provides administrative support to the fleet teams under the direction of the Fleet Director

KEY RESPONSIBILITIES

• Is familiar with the Health, Safety, Environmental Protection and Quality Policy (PL-005), and understands the responsibilities under the Environmental Management System (EMS). In keeping with this and other compliance policies, they understand their duty to report any environmental noncompliance and/or concern to their manager or members of the senior management team (including the highest level of management) either directly or through the open reporting system as per Management System guidelines
• To arrange for the procurement function to prepare and distribute purchase orders for services and surveys, where appropriate.
• Prepares the Fleet team’s expense reports and reconciles credit card statements
• To liaise and arrange travel, visas etc. for identified suppliers/service providers, Class and agents for their attendance at the appropriate ports.
• Tracks vessel schedules, compiles and forwards mail to various ports for the entire fleet
• Maintains and updates spreadsheets for fleet-wide communication, monthly lube oil inventories and replies from various fleet circulars and other issues
• Under instructions and guidance from the Fleet Manager and/or Fleet Superintendent prepare reports, letters and other documents.
• Maintains database of vessel positions as required; compiles and distributes weekly position reports
• Schedules business travel for team members and assists with the preparation of visa applications.
• Tracks team members’ travel, inspection reports, travel invoices and month end reports
• Manages operations team office records; creates and organizes files, maintains contacts, and completes and stores confidential documents
• Processing disbursement accounts, and when required by business
• Entering of commitments for Port Disbursements, travel and other incidentals
• To verify timely receipt of various reports and follow-up on any overdue reports with vessels & internal fleet team members.
• Populate various records in office based upon information received from vessels and other sources.
• Review various data dashboards and follow up with the Data Governance committee in case of any discrepancies.
• Assists team in preparing monthly and yearly OPEX and budget, may be required to print monthly OPEX reports for HK vessels and assist the team with their reports
• Provides periodic coverage of reception, works effectively with other assistants, maintains department contact information and posts department information on the intranet
• Responsibilities may include collating data from other departments for the fleet teams’ KPI’s and LTIF, maintaining the status of hull and machinery insurance claims for the team, compiling travel data to vessels for marine services and the fleet team for cross reference and planning purposes, preparation of monthly off-hire info for the Antarctic and arctic fleets and working with superintendents to maintain an up to date list of incidents and CAR’s
• Performs other duties as required

REQUIREMENTS:

• Two or more years of experience in an administrative assistant position or equivalent
• Proficiency with Microsoft Office suite (including Outlook, Word, PowerPoint and Excel)
• Strong verbal and written communication skills, with good writing style
• Sound organizational skills
• Ability to prioritize and multi-task
• Attention to detail
• Dynamic & able to work under pressure with excellent time management skills

ADDITIONAL DESIRED QUALIFICATIONS:    

• Prior experience in a ship management company would be an asset

    
If this sounds like a great opportunity for you, click on the APPLY FOR THIS POSITION button below and take a few moments to complete an application and upload your resume. Seaspan employees can apply through the Internal Career Centre, please check SeaNet for the instructions on how to do so.

Atlas Corp. and Seaspan Corporation are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, race, colour, religion, gender, sexual orientation, gender identity, national origin, disability, or protected Veteran status.

We thank all applicants in advance. If your application is shortlisted to be included in the interview process, one of our team will be in contact with you. No agency calls please.