Job Description

Join our global team for a career filled with opportunities to solve challenges both small and large, local and global, simple and complex. We are looking for a passionate Administration Assistant who will be working with Wilhelmsen Ship Management, a comprehensive global maritime group providing over half of the merchant fleet with essential products and services, along with supplying crew and technical management to the largest and most complex vessels ever to sail. With a pool of more than 9,200 seafarers and over 500 shore-based employees all over the world, Wilhelmsen Ship Management is one of world\'s largest third-party ship managers with a portfolio of more than 450 vessels and counting. The position will be located at 1 Sentral, Kuala Lumpur, Malaysia and it is easy to get to by public transportation. This position will report to Fleet Manager. We offer a culture and work environment of strong leadership, career development, work-life balance and a job that is both challenging and stimulating. Our organization thrives by using modern tools and is eager to utilize the business opportunities that comes with new digital tools and skills. Our ideal candidates are looking for new challenges and would like to join a team of experienced professionals who are passionate to grow in one of the world\'s largest maritime organizations. Main Responsibilities And Tasks Liaise with external parties such as answering calls, taking messages, screening phone calls and furnishing information where necessary. To provide administrative supports for smooth function of the general office administration and operations such as correspondence, reports and office filing system. Ensure daily incoming/outgoing mails to be handled, recorded and distributed to the relevant personnel and/or the third party. Assist with all outgoing documents, letters, courier and packages are sent out promptly. Arrange for printing of documents in consultation with General Manager/HSEQ Manager and forwards to vessels as required. Ensure acknowledgement is received from vessels and filed in proper manner. Responsible for maintaining files of updated WSM issued governing documentation and assist DPA/Management Representative in various document revisions. Update the WSM contact list and distribute as required. Update WSM Fleet List in co-operation with Vessel Managers. Coordinate to compile & Send a Vessels ETA Status Message by email to all agreed people. Keep technical library in the office up-to-date in accordance with SMS Manual revision. Maintain the Office Equipment and Manage office stationeries and supplies (inclusive of printing and stationery) by identifying requirements for reception, lounge, mailroom, meeting and conference rooms and office in general. Ensure up-to-date office stock inventories in WSM such as office corporate gifts, stationeries and supplies. Act as IT representative/ IT focal point for WSM . Assist employees in IT related matters including simple IT software/ hardware troubleshooting, assist WIT KL on roll-out IT plans in the office, and other IT related matters from time to time. Coordinate travel arrangement; flight, visa, accommodation as per the requirement for internal employees. Assist for travel arrangement in issuing invitation letters and logistic arrangement for global as/when/if so required. Verify and maintain the records of office expenses monthly. Responsible for coordinating access to necessary business tools for office staff. To carry out any other instructions/tasks as/when assigned by superior (ad-hoc issues.) TCN & Expat\'s Management Manage all related immigration matters from application of employment permit, renewal, extension, termination and other miscellaneous immigration related applications for TCNs in a timely manner with accurate details. Engage property agent and oversee and ensure all related arrangement for TCNs accommodation are carried out accordingly and timely. Arrange moving agent for TCNs relocation/transfers. Manage all related arrangement (enrolment, termination, etc) of club membership for TCNs. Leave Management Administer leave management for WSM Korea including tracking, updating leaves and as administrator of e-Portal (e-leave) system. Personnel File Management Upkeep and maintain high confidentiality of employees\' personal files and ensure it is always well-organized and maintain up-to-date. Administer gifts for eligible employees (anniversary/long service award, birthday etc.) Issue certificate of employment and business trip order etc. for internal employees with their personal information. Office Environment, Health, Safety and Security. Participate actively in the Office Environmental Management system activities. Oversee the overall office security and risk management to provide a safe and secure environment for the office. Building & Facility Management Manage and oversee the office space utilization, renovations, and liaison with all relevant parties to manage and coordinate. Liaise with building management related to tenancy, rental, building maintenance, parking space, fire safety and emergency response and building facilities. Other responsibilities. Assist as when required in arrangement of meeting rooms, communication with visitors etc. Coordinate for handling of outgoing mail and courier services, and ensure mail to vessels is dispatched in a timely manner. Accountabilities The Administration Assistant will be measured against Agreed KPI\'s for the temporary period. Successful coordination of activities within the office. Proper Control and Monitoring of records and filing system. Administrative arrangements. Qualifications Mandatory requirements Good command of English language(spoken and written.) A systematic, accurate nature with good communication skills. Ability to work under pressure and to work on own initiative. Service oriented and safety minded approach and understanding of the job in general. Versatile and adaptable to varied working conditions. Ability to work independently as well as in a team. Ability to co-operate across organization lines internally and towards customers Additional preferences Education may differ according to job scope. Flexible and have good work attitude and initiative. Sounds interesting You can apply online today through our career portal by creating a Candidate Home account and attach your latest Resume. Application deadline: 30 March 2022 Follow us on social media! #WSM

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