Administrative Assistant (QSHE)

Qualifications:

• Good command of the English language;
• Good secretarial education and experience;
• Good typing skills and familiarity with computer programs;
• Familiarity with basic requirements of handling environmental compliance-related documentation;
• Good organizational and communication skills;
• Ability to work within a team.

Responsibilities:

• Being adequately conversant with the Company’s Management System;
• Effectively implementing the Company’s Management System;
• Contributing to the development of new or the amendment of existing procedures;
• Promoting and supporting efforts for continual improvement;
• Assisting in arranging Voluntary Environmental Compliance Audits (VECA);
• Uploading reports of Voluntary Environmental Compliance Audits (VECA) in CAPE;
• Monitoring and maintaining a database of last and due dates of Environmental Compliance Assessments;
• Reminding ships of due dates for Environmental Compliance Assessments;
• Importing in CAPE ships and Technical Superintendents’ reports of Environmental Compliance Assessments;
• Receiving, acknowledging, reviewing correctness and filing ships’ Monthly Environmental reports;
• Monitoring that reporting of environmental non-compliances via ships’ Monthly Environmental reports coincide with reporting via FR-7.11 Environmental components;
• Monitoring and reminding ships and Technical of due dates for testing OWS & incinerators and Bilge Holding Tank cleanings;
• Receiving, acknowledging and filing ship reports of testing OWS & incinerators and Bilge Holding Tank cleanings;
• Updating Environmental Compliance Database for OWS & incinerators tests and Bilge Holding Tank cleanings;
• Assisting in collecting the information on the ship‘s environmental-related systems, filing the ship’s responses and updating the Environmental Compliance Database;
• Monitoring office stock of environmental seals, wire strings, and stickers, and communicating with seals suppliers as required;
• Preparing a package of environmental seals upon ship request, preparing Environmental Seals Master Tracking Document, handing over seals package to responsible Administrative Assistant for dispatching to a ship, informing ship that seal package will be dispatched;
• Preparing a package of environmental seals and Environmental Seals Master Tracking Document for new ships under management;
• Providing administration assistance to the ECM as required;
• Completing any other tasks as assigned by the ECM or the Top Management.

The Administrative Assistant reports and is accountable to the Environmental Compliance Manager.