Admin - Technical

MAXWELL SHIP MANAGEMENT PTE. LTD.; Singapore; On-site; SGD 27,900 - 33,480; Full time

Job summary

Maxwell Shipmanagement Pte. Ltd.

is seeking a proactive and organized Marine Technical Administrator to support our Technical Department in managing vessel documentation, survey records, technical reports, and daily administrative operations. The role includes collecting monthly technical reports, tracking class surveys and certificates, maintaining filing systems, preparing meeting agendas and minutes, and assisting Technical Superintendents with reports and documentation.

Qualifications

• Strong written and spoken English.
• Proficient in Microsoft Office applications.
• Excellent document control and filing skills.
• Ability to manage multiple tasks with minimal supervision.
• Meticulous and independent worker.

Responsibilities

• Collect, monitor, and maintain monthly technical reports and vessel submissions.
• Track class surveys and statutory certificates, following up on expiry dates.
• Maintain electronic and hard-copy filing for technical documents and reports.
• Prepare meeting agendas, record minutes, and monitor action items.
• Provide administrative support to Technical Superintendents with reports and documentation.
• Maintain vessel records, defect tracers, and survey schedules in databases.
• Coordinate documentation with vessels, Class Societies, shipyards, suppliers, and internal teams.
• Follow up on outstanding reports to ensure timely completion.
• Perform general admin duties as directed by the Technical Manager.

Skills

English (written)

MS Office

Document control

Multi-tasking

Independence

Tools

Microsoft Teams

SharePoint

PDF software

Job description

Location: Singapore
Company: Maxwell Shipmanagement Pte. Ltd.

Maxwell Shipmanagement Pte. Ltd. is seeking a proactive and organized Marine Technical Administrator to support our Technical Department in the management of vessel documentation, survey records, technical reports, and daily administrative operations.

Key Responsibilities

• Collect, monitor, and maintain monthly technical reports and vessel submissions.
• Track Class surveys, statutory certificates, and ensure timely follow-up on expiry dates and survey schedules.
• Maintain organized electronic and hard-copy filing systems for technical documents, reports, manuals, contracts, and correspondence.
• Prepare meeting agendas, record meeting minutes, and monitor outstanding action items.
• Provide administrative support to Technical Superintendents, including preparing reports, spreadsheets, presentations, and technical documentation.
• Maintain vessel records, defect trackers, repair status, survey schedules, and technical project databases.
• Coordinate documentation with vessels, Classification Societies, shipyards, suppliers, contractors, and internal departments.
• Follow up on outstanding reports and documentation to ensure timely completion.
• Perform general administrative duties as assigned by the Technical Manager.

Requirements

• Good command of written and spoken English.
• Proficient in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Strong organizational, document control, and administrative skills.
• Ability to manage multiple tasks and meet deadlines with minimal supervision.
• Meticulous, responsible, and able to work independently.

Preferred Qualifications

• Previous administrative experience in a shipping company, ship management company, shipyard, marine supplier, or engineering environment.
• Basic knowledge of maritime terminology, vessel certificates, Class surveys, and technical reports.
• Experience with Microsoft Teams, SharePoint, OneDrive, PDF software, or ship management systems will be an advantage.

Salary

SGD 2,500 - SGD 3,000 per month, commensurate with the candidate's qualifications, relevant working experience, and skills.