Administrative Assistant

NEW & NOVEL ENGINEERING PTE LTD; Singapore; On-site; SGD 28,000 - 40,000; Full time

Job summary

NEW & NOVEL ENGINEERING PTE LTD is seeking a Marine Administrative Assistant to maintain paperwork, scheduling, and communication for vessel operations. You will handle filing, data entry, document control, and coordination with shipyards, crews, suppliers, and customers.

The role requires strong Microsoft Office skills, meticulous record-keeping, and the ability to manage multiple tasks in a fast-paced marine environment, supporting HSSE compliance and voyage documentation.

Qualifications

• Experience in general administrative duties and document control.
• Proficient in MS Office (Excel, Word, Outlook) and data entry.
• Strong organizational skills and ability to meet deadlines.
• Clear written and verbal communication with stakeholders.
• Ability to coordinate with shipyards, suppliers, customers and crews.
• Basic understanding of marine operations and HSE concepts.

Responsibilities

• Handle general administrative and clerical duties such as filing, data entry, scanning, photocopying, and document control.
• Prepare purchase orders, quotations, invoices, delivery orders, timesheets, and other documents.
• Coordinate with shipyards, vessel crews, suppliers, subcontractors, and customers.
• Assist with scheduling for vessel maintenance, repairs, inspections, surveys, and site/shipyard activities.
• Maintain records for vessels, equipment, certificates, permits, and service/maintenance documents.
• Support crew-related administration, such as travel arrangements, attendance, accommodation, and documentation.
• Follow up with suppliers on purchase orders, deliveries, materials, and services.
• Assist project or operations teams with job sheets, work orders, reports, and progress updates.
• Arrange meetings, prepare minutes, and coordinate appointments.
• Handle email correspondence and phone enquiries professionally.
• Maintain confidential company, customer, vessel, and employee information.
• Assist with HSSE/HSE documentation, training records, permits, and compliance paperwork where required.
• Liaise with finance on billing, invoice submissions, payment documentation, and expense claims.
• Provide general support to managers, operations staff, project teams, and vessel personnel.

Skills

MS Office proficiency

Organizational skills

Document control

Written and verbal communication

Coordination across multiple parties

Attention to detail

Marine operations awareness

Job description

• Handle general administrative and clerical duties such as filing, data entry, scanning, photocopying, and document control.
• Prepare purchase orders, quotations, invoices, delivery orders, timesheets, and other documents .
• Coordinate with shipyards, vessel crews, suppliers, subcontractors, and customers .
• Assist with scheduling for vessel maintenance, repairs, inspections, surveys, and site/shipyard activities .
• Maintain records for vessels, equipment, certificates, permits, and service/maintenance documents.
• Support crew-related administration , such as travel arrangements, attendance, accommodation, and documentation.
• Follow up with suppliers on purchase orders, deliveries, materials, and services .
• Assist project or operations teams with job sheets, work orders, reports, and progress updates.
• Arrange meetings, prepare minutes, and coordinate appointments.
• Handle email correspondence and phone enquiries professionally.
• Maintain confidential company, customer, vessel, and employee information.
• Assist with HSSE/HSE documentation , training records, permits, and compliance paperwork where required.
• Liaise with finance on billing, invoice submissions, payment documentation, and expense claims .
• Provide general support to managers, operations staff, project teams, and vessel personnel.

Marine-specific responsibilities

• Maintaining vessel particulars and statutory/class certification records .
• Tracking certificate expiry dates and arranging renewals.
• Coordinating shipyard attendance and vessel service visits .
• Preparing documentation for port calls, vessel inspections, and marine operations .
• Coordinating spare-parts and equipment deliveries to vessels.
• Supporting crew changes, medical appointments, training, and travel arrangements .
• Maintaining records for class societies, flag-state requirements, audits, and inspections.

Skills usually required

• Good Microsoft Office skills, especially Excel, Word, and Outlook .
• Strong organization and document-control skills.
• Good written and verbal communication.
• Ability to coordinate with multiple parties and meet deadlines.
• Attention to detail, especially for vessel and compliance documents.
• Basic understanding of marine operations, shipyard activities, procurement, and HSE is an advantage.
• Ability to work in a fast-paced environment and handle urgent operational requests.

In simple terms: the Marine Administrative Assistant is the person who keeps the paperwork, coordination, records, schedules, and communication running smoothly so that vessel and marine operations can proceed without administrative delays.