Officer

Our 30-year journey rides on the passion of over 27,000 seafarers and 1,000 onshore professionals. Today, we are one of the largest independent third-party ship management companies managing over 650+ diverse types of vessels.

Headquartered in Hong Kong SAR, China, we operate on a global scale having 27 offices in 12 countries. Our client base spans over 100 world-class ship owners, including Fortune 500 companies from China, Greece, India, Japan, Korea, Netherlands, Norway, Turkey and the USA, among others.

In a shore career at FLEET, you will be working with a team of a highly passionate, self-driven and committed group of people. We aim to be a place where you can achieve your full potential, regardless of your background. We are looking for individuals who are ambitious about making a strong contribution to FLEET’s short and long-term sustainable growth – whether you are dealing directly with clients or working in a role supporting the business, such as technology, legal or communications.

Job Position Summary  

The position is responsible for supporting the New Building head, team Managers and Executive, with secretarial and administrative support, including, but not limited to scheduling meetings, administrative tasks such as preparing reports, team reimbursement claims and performing other secretarial duties.

Key Roles and Responsibilities

• Assist NB department administration.
• Prepare and maintain new building business records. Provide documentation support for business activities.
• Draft master tracking lists for project schedules.
• Handle the payroll process of monthly consultancy fees & consultants’ travel reimbursements.
• Assist in supporting new joiners’ recruitment process, maintenance and update current consultants staff data and CV monthly, maintain consultants email a/c and login problem issues, maintain new building website project creation, new users’ login accounts creation and uploading the project documents and drawings to new building website monthly.
• Maintain and update filing systems and ensure accurate record-keeping.
• Prepare and support business documents, including tenders, contracts.
• Handles new building teammates’ VISA application and renewal, teammates’ travel arrangements and reimbursements, secretarial and administrative support and ad hoc tasks.
• Assist with site teams record maintenance and administrative/IT support.
• Liaise with internal departments and external stakeholders as required.
• Ensure confidentiality and secure handling of sensitive information.
• Work on ad-hoc tasks assigned by the Division, as required.
• Able to work under pressure and tight deadline.
• Demonstrate flexibility and a willingness to contribute to the overall success of the organization.

Relationship

INTERNAL:

• Integral member of the New Building HQ.
• Acting as a team member, participating in internal discussions and activities with the team.
• Working closely with other internal departments and building strong working relationships withing FML.
• Cooperate with legal, accounting, insurance, business development, TM, etc.

EXTERNAL:

• Work with the on-site new building team, to gather information and documents, as necessary.
• Interact with contractors and other external service providers, as is necessary.

Job Experience, Functional Knowledge and Qualifications

• A minimum qualification of a bachelor’s degree in business administration, Secretarial or related disciplines.
• At least 5 years of administrative/secretary/document controller work experience.
• Prior experience in supporting business development relevant to the shipping industry would be preferred.
• Proficiency in English and Mandarin are essential to succeed in this role.
• Well mannered, responsible, organized and self-initiative.
• Proficiency in Microsoft office including Word, Excel, and PowerPoint.

Competencies

• Resilient, Driven, and able to work in a dynamic work environment.
• Demonstrated capability with effective decision-making skills.
• Driving high quality output, and the ability to build strong relationships.
• Strong analytical, problem solving and reporting skills.

Fleet Management Limited is committed to diversity, equity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by local laws.