Administrative Coordinator

We are seeking a detail-oriented Administrative Coordinator to join our Data and Document Centre team. This role focuses on producing high-quality, accurate work in accordance with established standards, guidelines, and procedures. Success in this position requires a strong commitment to precision, consistency, and following set processes.

The ideal candidate is patient, methodical, and comfortable handling tasks one at a time to ensure thorough and error-free completion. Collaboration is also keyyou will be expected to support team members, communicate effectively, and proactively raise relevant matters within your area of responsibility.

AREAS OF RESPONSIBILITY:

• Timely encoding on the following platforms:

       o Basware

       o SM Portal

       o Sharepoint

• Recording/Filing support.
• Maintenance of local corporate documents, vessels manuals and vessel drawings original hard copy files.
• Financial certificates application
• Insurance coordination

TASKS:

The Administrative Coordinator ---

• Upload and tag various documents in the SM portal.
• Review and allocate insurance premium and claims expenses in Basware, ensuring accuracy and timely processing.
• Manage records and storage of vessel manuals and drawings in compliance with company standards.
• Process applications and renewals of financial certificates as required.
• Coordinate insurance-related transactions, including buybacks, change management, flag change, and refinancing activities, ensuring that policy cover is updated and issued on time.
• Collate relevant crew contracts from the Crew Management Information System (CMIS) for NMA refund applications.
• Perform other related tasks as maybe assigned by the superior.

QUALIFICATIONS:

• Bachelors degree in business administration, information technology or any related field.
• Preferably with at least one (1) year working experience in documentation, administration or similar roles
• Experience in the maritime industry is an advantage.
• Proficient in MS office applications, SharePoint, and other similar tools.
• Excellent organizational and time-management skills with a keen eye for detail.
• Strong communication and coordination abilities.
• Able to work independently as well as part of a team.