Administration Assistant

General Job Description

Administration Assistant required in Glasgow to support our clients’ Personnel department with its administration and delivery of the crew administration function.

About Our Client

A large ship-owner/manager with international presence and excellent opportunities for career development globally.

The Successful Applicant 

• Standard Grade or equivalent in English and Maths
• Previous office and commercial experience.
• HNC/HND or equivalent in Administration would be desirable
• Excellent communication skills (both written and verbal)
• Ability to work to strict targets and deadlines
• Strong attention to detail
• Organised and a team player

Job Description

• Monitoring of all employee documentation and certification requirements and ensuring the necessary compliance is maintained in line with company and industry standards, including but not limited to;
  • Home country license checking
  • Flag state licenses, CRA’s
  • Medicals (industry standard and client specific)
  • Training requirements

• Daily maintenance, monitoring and filing of all personnel and vessel database records necessary to accurately record locations, documentation, certification, training and payroll records in accordance with company policies and standards.
• Responsible for daily mail checking and distributing appropriately. In particular, ships mail including packages and periodicals.
• Logging and checking all expenses for processing, liaising with personnel and the client on any queries.
• Liaising with in house medical centre and the client for updates of ongoing medical cases.
• Arranging routine industry standard medicals and return to work medicals for personnel including travel and accommodation bookings.
• Assisting with logistics for bi-annual company seminars including travel and accommodation bookings.
• Check and send leave letters for off signing personnel.
• Arranging all necessary flag state license applications, priority passes, service awards for personnel and any other ad hoc duties as required.

Remuneration Package on Offer 

Competitive salary and benefits package