Secretary

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  

• Reporting to the Group Manager, the main responsibility of the Secretary is to provide daily support to the vessel facing teams including, but not limited to administrative tasks such as monitoring key operational metrics of vessels, vessel performance and compliance, compiling vessel related report regularly, arranging and coordinating business travel, following up the submission of reimbursement claims and invoices, and other secretarial duties.
• A typical group would have between 15 to 25 vessels.

Key Roles and Responsibilities

• Monitor daily PMS status, vessel deficiencies, RA pending, and VIR progress, compile and issue consolidated performance charts to vessels
• Coordinate with vessels to obtain updated certificates and survey documents; upload, track, and maintain accurate certification logs
• Prepare Vessel Inspection Reports and Dry Dock documentation for management review
• Generate, update, and circulate class status reports to vessels and Vessel Managers, ensuring timely awareness of compliance requirements
• Compile operational reports, data summaries, and technical information as requested by management and technical teams
• Support the General Manager / Deputy General Manager / Vessel Managers in maintaining vessels in audit ready condition (TMSA and other standards) through consistent documentation follow up
• Arrange and coordinate business travel, including flight bookings, itineraries, and travel support for the team
• Schedule and organize meetings with shipowners, suppliers, and stakeholders
• Arrange, confirm, and manage hotel accommodation for shipowners and visiting personnel
• Follow up on non-routine preventive maintenance emails to vessels; consolidate responses, file documentation, and conduct structured monthly reviews
• Prepare, verify, and submit Eyeshare expenses claims and invoices on behalf of the team
• Process Paris II and user list amendments for owners, ensuring accuracy and timely system updates
• Track, upload, and follow up on monthly owners' reports in coordination with Vessel Managers
• Arrange courier dispatches to vessels and monitor delivery status
• Manage visa applications and travel documentation requirements for team members
• Provide comprehensive secretarial, administrative, and ad hoc support to the department and cross functional teams
• Maintain monthly reporting and ensure well organized electronic and physical filing systems

Relationship

INTERNAL:

• Technical Department
• Finance & Accounting Department
• Admin department
• Travel department
• IT department
• HR department
• Procurement department
• Operations department
• Business Development team

EXTERNAL:

• Coordinate with external vendors, ship owners, charterers as required

Job Experience, Functional Knowledge and Qualifications

• Graduate Degree / University education preferred
• Previous secretary experience with Form 6 education level will be considered
• Fresh graduates will also be considered
• Passionate about delivering high-quality service
• Excellent communication skills
• High degree of professionalism and attention to detail
• Ability to work calmly under pressure
• Good time management and prioritisation of tasks
• Self-motivated and highly committed
• Able to work independently with minimal supervision
• A proven understanding of teamwork

Competencies

• Effective decision-making
• Analysis & Problem Solving
• Interacting with others
• Collaboration, inclusion & teamwork
• Listening and communicating
• Driving high quality
• Customer focus
• Planning & organizing
• Initiative
• Accountability

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.