Administrative Officer - Temporary

COLUMBIA SHIPMANAGEMENT (SINGAPORE) PTE LTD; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A shipping management firm in Singapore is seeking an Administrative Officer for a temporary position lasting 6 to 8 months. The role involves managing mail logistics, general administrative duties, and supporting HR functions. Ideal candidates should have a secretarial background, strong English skills, and proficiency in computer applications. This position offers an opportunity to contribute to various administrative processes in a dynamic environment.

Qualifications

• Secretarial education or equivalent training and experience.
• Proficient in English with excellent typing skills.
• Strong computer proficiency and good communication skills.

Responsibilities

• Manage local and coordinate overseas mail logistics.
• Perform general administrative support duties and maintain supplies.
• Coordinate document handling (printing, scanning, copying).
• Compile and report quarterly paper consumption and staff statistics.
• Support HR in maintaining training records and onboarding.

Skills

Secretarial education or equivalent training

Good command of the English language

Excellent typing skills

Excellent knowledge of computer programs

Good communication skills

Ability to work within a team

Job description

This is a temporary position for a duration of 6 to 8 months.

The Administrative Officer shall have the following qualifications:

• Secretarial education or equivalent training and experience;
• Good command of the English language;
• Excellent typing skills;
• Excellent knowledge of computer programs;
• Good communication skills as well as the ability to work within a team.

The Administrative Officer is responsible for:

• Manage local and coordinate overseas mail logistics;
• Preparing and sending mail on board the vessels as specified in the Management System;
• Perform general administrative support duties as required and maintain office supplies;
• Coordinate document handling (printing, scanning, copying) and communication (calls, mail distribution);
• Maintain and update staff contact lists and directories;
• Manage offsite archived file storage and document records;
• Compile and report quarterly paper consumption and staff statistics to the QSHE department;
• Provide weekly updates of the travel plans and circulation of public holiday notifications to local offices, other branches and third parties;
• Arrange hotel bookings for staff and vessel masters;
• Assist with employee registration and coordinate with external vendors on medical insurance claims;
• Prepare authorizations for bi-annual medical check-ups for travelling staff;
• Coordinate Staff pass applications and manage access housekeeping;
• Support HR in maintaining training records, course enrollments and preparing onboarding matters for new joiners;
• Maintain marketing e-shop stock and coordinate gift distribution;
• Verify office requisition invoices and process phone bills expenses to the management;
• Perform ad-hoc tasks and duties as assigned by management or department heads.

The Administrative Officer reports to and is accountable to the HR Manager Asia Region.