Fleet Administrative Assistant

Position Description:

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

Job Responsibilities:

• Coordinates the Fleet team’s calendars; sends and accepts electronic invitations and reminders, organizes external meetings and prepares for scheduled events including assisting with catering

• Prepares the Fleet team’s expense reports and reconciles credit card statements
• Organizes training for employees who have been promoted to masters, chief engineers, and new superintendents
• Tracks vessel schedules, compiles and forwards mail to various ports for the entire fleet
• Maintains and updates spreadsheets for fleet-wide Globe Wireless communication, monthly lube oil inventories and replies from various fleet circulars and other issues
• Maintains database of vessel positions as required; compiles and distributes weekly position reports
• Attends department meetings and records minutes as required
• 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
• Updates NS5 performance notes for superintendents
• 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
• Maintains library of CDs, technical brochures and catalogs
• 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.

Additional Desired Qualifications:

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