Executive Administration

MISC Group; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A maritime operations company based in Kuala Lumpur seeks to hire a skilled individual to lead the administrative team. This role involves preparing reports, managing inspection activities, and ensuring compliance with maritime regulations. Successful candidates will possess a degree in related fields, have a minimum of three years in administration, and excellent communication skills. Proficiency in Microsoft Office and maritime systems is essential, with flexibility for extended hours expected. Join our team to support maritime operations effectively.

Qualifications

• Minimum three years of working experience in administration related activities, preferably in Maritime or Shipping.
• At least one year experience in maritime administration and preliminary assessment in Marine Risk.
• Able to accommodate extended and irregular working hours.

Responsibilities

• Lead and manage the administrative team for efficient delivery of functions.
• Prepare analyses, reports, and presentation materials for clients.
• Assist in the preparation of Ship Vetting Department annual budget.
• Monitor inspection activities and produce reports.
• Coordinate end-to-end inspection requests and compliance checks.

Skills

Excellent written and oral communication in English

Proficient with Microsoft Office Suite

Excellent report writing and presentation skills

Good ICT system management

Education

Bachelor’s Degree in Science or Business Administration or Marine or Maritime Operations

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Microsoft Project

SAP

VIS

COUPA

Job description

About the Role

You will lead and manage the administrative team to ensure the department’s and division’s administrative functions are delivered efficiently and effectively. The role also involves preparing analyses, reports, and presentation materials for Management and Clients, while building strong client relationships to support business opportunities.

Accountabilities

Budget and Planning

• Assist in the preparation of Ship Vetting Department (SVD) annual budget.
• Issue Purchase Order (PO) for 3rd party inspector and 3rd party inspection company to Terminal Operation Procurement Department.
• Monitor PO, Service Request (SR) and Work Order (WO) on weekly basis.
• Prepare market survey for the department.

Report Management & Analysis

• Monitor, process, and analyse ship inspection activities in accordance with Client requests and requirements.
• Review and analyse inspection findings and present to the department on monthly basis.
• Assist to compile and provide inspection data and insights for monthly department, division, and management reporting when required.
• Manage and maintain the vessel inspection database within the Vessel Inspection System (VIS 2.0) to ensure accurate, timely, and easily retrievable information.
• Monitoring third-party inspection reports, including the date of submission to OCIMF platform.
• Assist department in preparing proposal paper for the Management.

Tender Administration

• Assist in the preparation of tender documents for 3rd party inspection company.
• Collaborate with Terminal Operations Procurement Department in monitor the value of Approved Contract Value (ACV) for each contract and propose the increase of ACV when required.

Administration of Inspection Request

• Process end-to-end inspection requests, ensuring completeness of documentation and accurate registration in the inspection system.

Receive and Process Inspection Requests

• Coordinate with Procurement Department for the new inspector registration.
• Coordinate with Finance & Corporate Planning Department for the new ship operator registration.
• Accept inspection requests from clients.
• Verify and process the received requests, ensuring all required documentation is in place.
• Register the request into the inspection system for tracking and planning.
• Resource management in controlling and handling freelance professionals and external resources provided by 3rd Party Inspection company, including assisting in recruiting new 3rd party inspector.

Compliance Checks

• Ensure that all inspection requests comply with applicable client sanctions requirements, internal policies, and relevant industry regulations, including country- and organization-specific compliance, prior to the assignment of inspectors.

Assigning Inspectors

• Assign the appropriate inspector to the vessel based on the inspection scope and available resources, in accordance with the guidance of the Head of Ship Vetting, ensuring that the appointed inspector possesses the required qualifications and expertise for the specific inspection.

Monitoring Inspection Progress

• Oversee the progress of scheduled inspections and coordinate closely with the inspection team to proactively address any issues or delays during the inspection process, providing support to inspectors in managing unforeseen challenges and ensuring timely completion of inspections.

Re-scheduling Inspections

• Reschedule inspections as required in response to client requests or operational needs, in accordance with the guidance and direction of the Head of Ship Vetting, to ensure appropriate and timely course of action.

Other Administrative Tasks

• Maintain and develop a close rapport with charterers/terminals/vessel operators/industry associations, which include sharing of information, ideas and other operational matters.
• Act as the focal person when communicating with 3rd Party Inspector for ship inspection.
• Monitor payment progress for 3rd party inspector on monthly basis.
• Secretary and prepare Minutes of Meeting (MOM) for client/department meetings.

Qualifications

• Holds Bachelor’s Degree in Science (BSc.) or Business Administration or Marine or Maritime Operations or equivalent.

Experience Required

• Having a minimum of three (3) years of working experience in administration related activities preferably in Maritime or Shipping with one (1) year experience in maritime administration and evaluation methods for preliminary assessment in Marine Risk
• Incumbent must possess excellent written and oral communication in English and proficient with Microsoft Office Suite (Excel, Word, PowerPoint and Project).
• Excellent in report writing and presentation skill.
• Good in ICT system management (SAP/VIS/COUPA).
• Able to accommodate extended and irregular working hours, including Saturdays, Sundays, and public holidays, in support of operational requirements.