Office Assistant

2 weeks ago

Manila, National Capital Region, Philippines NYK SHIPMANAGEMENT PTE LTD Full time

OPEN FOR FRESH GRAD W/ MERIT DISTINCTION

Position Summary:

The Office Assistant will provide essential support in administrative tasks to ensure the smooth functioning of the Maritime Human Resources Department. The Office Assistant will be reporting directly to the Department Manager and will undertake various responsibilities to facilitate efficient operations and contribute to the overall effectiveness of the department and the company.

Main duties and responsibilities:

  1. Update shipmate database, and keep the database updated with various crew documents by scanning them for the countries without SHIPMATE access.
  2. Keep and update sea personal files/folders.
  3. Update crew certificate information from Master and/or manning office.
  4. Arrange flight/tickets for crewmembers.
  5. Verify & process the crew travel invoices through the BASS system.
  6. Create Purchase Orders for travel tickets.
  7. Monitor/coordinate for the timely dispatch of crew mails and crew licenses/documents to the vessels.
  8. Keep stocks inventory & replenishment of different stationery & office supplies of the department.
  9. Liaise with vendors on name card printing and printing of Crew Department Forms.
  10. Perform other administrative & support duties as may be directed by the Management.
  11. Update Crew Matrix for ships for Q88 and OCIMF.
  12. Request monthly reports and save in E-Filing by the 5th of every month, including:
    1. Crew Health Check Records
    2. Sickness and Injury reports
    3. STCW monitoring reports for vessels
  13. Request "Post Medical Reports" from Manning Offices and send to the vessels only for off signers from Chemical Tankers.

Qualifications:

  • Bachelor's degree or equivalent required
  • Fresh graduates with merit distinction are welcome to apply
  • Good communication skills and proficient in MS Office Applications and other productivity tools
  • Willing to work onsite at Macapagal Avenue, Pasay City
  • CAN START ASAP
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