Admin Executive

SINGTECH OFFSHORE PTE. LTD.; Singapore; On-site; SGD 39,000 - 58,000; Full time

Job summary

SINGTECH OFFSHORE PTE. LTD. is seeking an Admin Executive to provide daily administrative and coordination support to ensure smooth office operations. You will handle documents, records, travel arrangements and assist various departments with administrative, finance and HR matters.

The role requires 2–5 years of admin experience, strong MS Office skills, and the ability to multitask across functions while maintaining confidentiality. Based in Singapore with onsite work requirements.

Qualifications

• Diploma or equivalent qualification required in Business Administration, Human Resources, Maritime Studies or related discipline.
• 2–5 years of experience in administration, office coordination or similar role.
• Exposure to crewing, marine, offshore or shipping admin is advantageous.
• Proficient with MS Office applications (Word, Excel, PowerPoint, Outlook).
• Strong organisational and time-management skills with attention to detail.
• Excellent written and verbal communication abilities.
• Ability to manage multiple tasks and priorities across functions.
• Capable of working independently while coordinating with management and other departments.

Responsibilities

• Provide day-to-day administrative and coordination support for smooth office operations.
• Manage documents and records, and maintain filing systems (physical and electronic).
• Support crewing and logistical activities, including checking seafarers’ documents and visa requirements.
• Coordinate crew travel, accommodation, transportation, deployment, joining and sign-off schedules.
• Monitor licenses, certifications and vessel documents for validity and renewals.
• Liaise with crew, port agents, travel providers, training centers and vendors.
• Assist HR administration including onboarding and leave records.
• Support purchasing by sourcing quotations and preparing documents.
• Monitor office supplies and arrange maintenance or services.
• Assist Management and other departments with administrative tasks and special assignments.

Skills

Independent worker

Office coordination

Documentation handling

Calendar & travel planning

Verbal & written English

Attention to detail

Multitasking

Confidential information handling

Maritime knowledge (beneficial)

Vendor liaison

Education

Diploma or equivalent in Business Administration or Maritime Studies

Tools

MS Office (Word, Excel, PowerPoint, Outlook)

Job description

Roles & Responsibilities

The Admin Executive will provide day-to-day administrative and coordination support to ensure smooth office operations. The role involves managing documents and records, coordinating meetings and travel arrangements, handling general correspondence, and supporting various departments with administrative, finance and human-resource matters.

Key Responsibilities

• Manage daily office administration, business correspondence, document preparation and document-control activities.
• Maintain accurate physical and electronic filing systems to ensure records are properly organized and readily available.
• Provide crewing and logistical support, including checking seafarers’ documents, certificates, medical records and visa requirements.
• Coordinate crew travel arrangements, accommodation, transportation, deployment, joining and sign-off schedules.
• Monitor the validity and renewal of company license's, crew certifications and vessel-related documents.
• Liaise with crew members, port agents, travel providers, training centers, vendors and other external parties when required.
• Assist with HR administration, including employee records, onboarding documentation, leave records and general staff matters.
• Support purchasing activities by sourcing quotations, preparing purchase documents and coordinating with suppliers and service providers.
• Monitor office supplies and arrange maintenance or services required for smooth office operations.
• Provide administrative and coordination support to Management and other departments.
• Carry out other administrative duties and special assignments as required.

Requirements & Qualifications

• Diploma or equivalent qualification in Business Administration, Human Resources, Maritime Studies, Logistics or a related discipline.
• Two to five years of experience in administration, office coordination or a similar support role.
• Previous exposure to crewing, marine, offshore or shipping administration would be beneficial but is not essential.
• Proficient in Microsoft Office applications, particularly Word, Excel, PowerPoint and Outlook.
• Strong organisational and time-management abilities, with good attention to detail.
• Effective written and verbal communication skills.
• Able to manage multiple assignments, changing priorities and deadlines across different functions.
• Capable of working independently while cooperating effectively with Management and other departments.
• Responsible and professional, with the ability to handle personnel records and confidential information appropriately.
• Positive attitude, resourcefulness and willingness to learn maritime and crewing procedures.

SKILLS

• Class3 driving licence
• Able To Work Independently
• accurate filing
• Administrative Office Support
• Arranging Travel
• Business Administration
• Crew Management
• Document Preparation
• Good Written Communication Skills
• Leave Management
• License Management
• Managing Deadlines
• Medical Records
• Office Applications
• Shipping Management
• supplier liaison
• Time Management