Fleet Assistant/Senior Assistant

We are looking for a detail-oriented and proactive Fleet Assistant/Senior Assistant to support our Technical/Fleet team. This role plays a key part in ensuring smooth day-to-day operations through effective coordination of procurement, travel arrangements, documentation, and vendor management within a maritime environment.

Key Responsibilities

Procurement & Invoice Management

• Manage procurement processes and invoice handling using systems such as SMART PAL and Oracle
• Raise purchase orders (POs) for vessel, technical, and corporate requirements
• Verify invoices against approved POs and liaise with Finance for timely processing
• Coordinate with vendors to resolve billing issues and support vendor onboarding

Travel & Logistics Coordination

• Arrange travel and accommodation for staff and crew, including flights, hotels, and visa applications
• Prepare supporting documents such as Letters of Invitation (LOI) and Guarantee (LOG)
• Ensure all travel-related bookings and documentation are completed accurately and on time

Operational & Administrative Support

• Maintain and update key operational records, including fleet trackers, staff travel documents, and compliance reports
• Manage ship mail, document filing (digital and physical), and internal correspondence
• Coordinate meeting logistics, seminars, and company events
• Provide administrative support to senior management and ensure smooth office operations

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Requirements

• Experience in administrative, procurement, or technical support roles. Fresh graduate may apply.
• Experience with systems such as SMART PAL, Oracle, MESPAS, and Microsoft Office would be advantanges
• Strong organisational skills with attention to detail and ability to multitask
• Good communication and interpersonal skills