Admin Assistant (Chartering - Commercial)

Private Advertiser; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A company in shipping and chartering is seeking an Admin Assistant to provide essential administrative support for the Chartering - Commercial Department. Responsibilities include maintaining documentation, assisting in data entry, and managing formal quotations and correspondence. The ideal candidate is detail-oriented, proficient in MS Office, and able to work independently. Entry-level applicants are welcome. This is a full-time, permanent position based in Singapore.

Qualifications

• Entry-level candidates welcome; prior experience in an administrative or shipping-related role is an advantage.
• Able to work independently and support multiple team members.
• Familiarity with marine or chartering documentation is a plus but not mandatory.

Responsibilities

• Maintain and update registers and chartering documentation.
• Assist in data entry of vessel status and contract information.
• Support the preparation and formatting of formal quotations and tenders.

Skills

Proficient in MS Office (Excel, Word, Outlook)

Organised

Detail-oriented

Good communication skills

Professional email etiquette

Education

NITEC or equivalent in Business Administration, Maritime Studies, or related field preferred

Minimum “O” or “N” Levels

Job description

Job Title: Admin Assistant (Chartering - Commercial)

Department: Chartering (Commercial)

Employment Type: Full-time / Permanent

Job Summary: To provide administrative and data entry support to the Chartering - Commercial Department, particularly in relation to vessel chartering, quotations, contract tracking, document creation and management. This role ensures timely and accurate record-keeping and enhances coordination across ongoing commercial activities.

Key Responsibilities

• Maintain and update registers, job folders, and chartering documentation.
• Assist in data entry of vessel status and contract information.
• Support the preparation and formatting of formal quotations, tenders, and submissions.
• Organise and file incoming and outgoing correspondence related to chartering matters.
• Assist to maintain shared commercial administration email inbox and assist in routing or archiving important emails.
• Help monitor deadlines for quotation follow-ups, job readiness, and contract milestones.
• Provide administrative assistance in the preparation of BIMCO Charterparties and Commercial Agreements.
• Assist in consolidating inputs for commercial meetings (e.g. vessel readiness, quotation status, project updates).
• Track customer purchase orders and support in payment monitoring (e.g. follow-ups, reminders).
• Any other clerical or coordination tasks assigned by the Commercial Managers or Senior Executives.

Requirements

• NITEC or equivalent in Business Administration, Maritime Studies, or related field preferred / Minimum “O” or “N” Levels
• Entry-level candidates welcome; prior experience in an administrative or shipping-related role is an advantage.
• Proficient in MS Office (Excel, Word, Outlook).
• Organised, detail-oriented, and proactive.
• Able to work independently and support multiple team members.
• Good communication skills and professional email etiquette.
• Familiarity with marine or chartering documentation is a plus but not mandatory.