ADMINISTRATIVE COORDINATOR

Provide centralized administrative and documentation support for Souvenir Marine’s speedboat operations, ensuring vessel, regulatory, insurance, contract, personnel and commercial records are accurate, current and accessible. The role coordinates with Operations, Finance, HR, Procurement and external service providers.

Key Responsibilities:
1 - Maintain accurate vessel, registration, licensing, insurance and certification records, including expiry and renewal tracking.
2 - Coordinate registrations, permits, renewals and regulatory documentation with relevant authorities and service providers.
3 - Maintain customer contracts, rental/charter agreements, quotations and commercial documentation.
4 - Coordinate invoicing and revenue documentation, ensuring Finance receives complete and accurate supporting records.
5 - Maintain procurement, supplier, maintenance and repair documentation and support related administrative processes.
6 - Maintain employee, training, certification, attendance and leave records provided by Operations and HR.
7 - Establish and maintain an effective electronic and physical records management system, ensuring confidentiality and easy retrieval.
8 - Prepare administrative reports, expiry dashboards and status updates, and escalate overdue or high-risk documentation.

Requirements:
1 - 3 pass in GCE O’Level
2 - Diploma or Bachelor’s Degree in Business Administration, Office Administration, HR, Logistics, Maritime Administration or a related field; is preferred
3 - Minimum relevant experience in administration, fleet administration, logistics, marine administration or a similar role.
4 - Experience with regulatory documentation, insurance, contracts, records management and expiry tracking is desirable.
5 - Good proficiency in Microsoft Office/Excel, document management, communication and administrative coordination.

Key Competencies:
• Administration & Organization
• Documentation & Records Management
• Communication & Coordination
• Digital & Data Management
• Confidentiality & Problem Solving

Key Attributes:
Organization | Accuracy | Reliability | Confidentiality | Proactivity