A General Administrator in a Crew Transfer Vessel (CTV) company is responsible for providing administrative support across various departments, helping manage the day-to-day operations, and ensuring smooth coordination of office and fleet activities. This role typically involves handling communications, scheduling, record-keeping, and regulatory compliance support, which is essential in an industry with a strong focus on safety, logistics, and timely service delivery.
Core Responsibilities of a General Administrator in a CTV Company:
1. Office Management and Support
o Manage daily office operations, including supplies, facilities, and equipment, ensuring a smooth work environment.
o Provide administrative support to managers, crew supervisors, and other staff, assisting with documentation, filing, and correspondence.
o Coordinate with departments such as HR, Operations, and Fleet Management to support cross-functional administrative needs.
2. Scheduling and Coordination
o Coordinate vessel schedules and crew rotations with the operations and crew management teams, ensuring alignment with project requirements.
o Manage calendar and travel arrangements for staff, including accommodations and transportation, particularly for remote project locations.
3. Record-Keeping and Documentation
o Maintain organized records of company operations, vessel logs, crew certifications, maintenance schedules, and compliance documents.
o Ensure that all records are compliant with regulatory standards, such as those set by the International Maritime Organization (IMO) and Maritime Labour Convention (MLC).
o Manage digital and physical filing systems to ensure easy access and security of company documents.
4. Compliance and Regulatory Support
o Assist with maintaining compliance-related documentation, including safety certifications, crew qualifications, and audit reports.
o Stay updated on industry regulations, ensuring that all records and procedures meet applicable maritime standards.
o Support the compliance team with preparation for regulatory audits and inspections.
5. Communication and Customer Service
o Act as a primary point of contact for internal and external communications, handling inquiries and relaying messages to relevant staff.
o Coordinate with suppliers, service providers, and clients to ensure timely and accurate flow of information.
6. Human Resources Support
o Support HR with recruitment logistics, such as posting job vacancies, coordinating interviews, and onboarding new hires.
o Assist in tracking crew certifications, training schedules, and other HR-related requirements for compliance purposes.
7. Health, Safety, and Environmental (HSE) Support
o Assist with HSE-related documentation, tracking incident reports, safety audits, and training records.
o Coordinate safety training sessions, drills, and compliance activities, helping maintain a strong safety culture within the company.
o Ensure that all health and safety records are kept up-to-date and meet company and regulatory standards.
8. Continuous Improvement and Process Optimization
o Identify and suggest improvements to administrative processes to streamline workflows, reduce costs, and enhance efficiency.
o Work with team leads to develop best practices and maintain consistency in documentation, record-keeping, and reporting.
o Stay updated with industry best practices in administration and management, implementing changes as needed to improve support functions.
Key Skills and Qualifications:
* Proven experience in administration, preferably within the maritime or logistics sector.
* Strong organizational skills with an eye for detail and accuracy.
* Proficiency in Microsoft Office Suite
* Knowledge of maritime regulations, safety standards, and industry-specific practices.
* Excellent communication and interpersonal skills to manage client relations, supplier interactions, and internal communications.
* Ability to multitask, prioritize, and work efficiently under deadlines.
The role of a General Administrator in a CTV company is central to supporting the operational and administrative needs of the business, ensuring that the fleet and staff are well-organized and compliant, ultimately contributing to the efficient operation of the company’s CTV services.
Job Type: Full-time
Pay: From £23,000.00 per year
Benefits:
* Casual dress
* Company events
* Company pension
* Free parking
* On-site parking
Schedule:
* 8 hour shift
* Flexitime
* Monday to Friday
Experience:
* Microsoft Office: 1 year (required)
* Organisational skills: 1 year (required)
* Communication skills: 1 year (required)
* Administrative: 1 year (preferred)
Work Location: In person
Application deadline: 18/11/2024
Reference ID: General Administrator
Expected start date: 18/11/2024
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