Purpose of the Job

Reporting to the Fleet Team Manager. This position is responsible for the timely, accurate and efficient preparation and management of all documents relating to class, flag, all other trading certifications, and guarantee claims of new vessels. This position will also be responsible to provide administrative support to ongoing projects within the Fleet Team.

Job Accountabilities/Key Responsibilities

•Assist Vessel Managers to arrange repair and services for the assigned vessels in close consultation with respective Vessel Manager.

•Alert department with due dates of Vessel Manager visits and reports.

•Assist in vessel takeover / handover / flag / Class change procedures.

•Download and forwards Class listings to vessel and Vessel Manager monthly.

•Liaise with Classification Society for arranging various class surveys. Take necessary action to obtain renewals / extensions.

•To coordinate/liaise with various internal stakeholders’ information that is required from or by key managers.

•Ensure timely, accurate and efficient preparation and administration of all hard and softcopy documents, including but not limited to the numbering, categorizing, storing and record retrieval methodologies.

•Analyze and suggest improvements for the existing document management system and its transition to cloud-based platform.

•Update and maintain the department roster to ensure awareness of team members’ offsite locations and provide administrative support where necessary.

•Update and maintain the register of guarantee claims for new buildings and other projects raised by the vessels.

•Perform secretarial functions as required and other tasks as designated by Fleet Team Manager.

The ideal candidate is a team player and a self-starter with the ability to multi-task. He/She should be detail-oriented and is able to appreciate the importance of quality management and HSSEQ management systems and its application to document control and certification.

Qualifications & Experience

•Minimum Diploma in Engineering/Maritime or a related discipline

•At least 1 to 2 years of relevant working experience for Technical Assistant

•At least 3 to 5 years of relevant working experience for Senior Technical Assistant

•Good verbal and written communication skills

•Experience in document management and control of both electronic and physical documents

•Good Microsoft Office skills for database or project management

Preferred:

o Knowledge of Class and Flag rules in terms of class and statutory certifications

o Foundational understanding of engineering documents and drawings

o Knowledge in accounting and data reporting