Admin and Operations Executive

Job Summary:

The Admin and Operations Executive will provide critical administrative and operational support to the Operations Manager, contributing to the efficient execution of procurement, logistics, ship agency, and supply chain activities. This role ensures documentation accuracy, coordination with vendors and clients, and adherence to company procedures to support seamless marine and offshore operations.

Key Responsibilities:

• Assist in the preparation, review, and management of procurement documents, vendor quotations, and purchase orders.
• Coordinate with suppliers, shipping agents, and freight forwarders to track deliveries and ensure timely logistics operations.
• Maintain and update databases related to suppliers, shipping schedules, project documentation, and compliance records.
• Manage administrative tasks including filing, correspondence, and scheduling of meetings and inspections.
• Support the Operations Manager in preparing SOPs, reports, and presentations.
• Handle import/export documentation such as invoices, packing lists, bills of lading, and certificates.
• Monitor inventory levels of consumables and spare parts; assist with reordering as required.
• Liaise with internal teams, vendors, and clients to support project timelines and resolve minor operational issues.
• Assist in arranging visits to ports, warehouses, and offshore sites as necessary.
• Ensure compliance with internal policies and relevant maritime and safety regulations.

Qualifications and Experience:

• Diploma or degree in Business Administration, Logistics, Maritime Studies, or related field.
• Minimum 2 years’ experience in administrative or operations support, preferably in the marine or offshore sector.
• Proficient in MS Office Suite and document management systems.
• Strong organizational skills and attention to detail.
• Excellent communication and coordination skills.
• Ability to multitask and work in a dynamic environment.

KPI for the First Three Months:

• Ensure accurate and timely processing of all administrative and logistics documentation.
• Provide reliable support to the Operations Manager without delays or missed tasks.
• Maintain up-to-date filing and tracking of all procurement and operational records.
• No major issues or delays caused by documentation or coordination lapses.