Administrative Coordinator

Manage and coordinate daily office operations to ensure efficiency and smooth workflowMaintain organized filing systems (electronic and hard copy) for records, contracts, and operational documentsHandle incoming calls, emails, and official correspondence in a professional and timely mannerSchedule and coordinate meetings, appointments, and travel arrangements for management and staffPrepare meeting agendas, attend meetings, and record accurate minutes, including key decisions and action itemsDistribute meeting minutes and follow up on assigned tasks to ensure completion within deadlinesPrepare reports, presentations, and spreadsheets as required by managementMaintain and update records related to invoices, contracts, and shipping documentationAssist in handling marine and logistics documentation such as bills of lading, delivery notes, and port-related paperworkCoordinate with internal departments, clients, and external stakeholders to support operationsMonitor office supplies and coordinate procurement to maintain adequate inventory levelsAssist with basic financial tasks such as invoice tracking and payment follow-upsProvide administrative support to HR functions, including employee records and onboarding documentationEnsure compliance with company policies, procedures, and documentation standardsSupport internal audits and maintain the confidentiality of sensitive informationHandle ad hoc administrative tasks and provide support to management as needed Bachelor’s degree in Business Administration or a related field (preferred)Relevant diploma or certification may be considered with experience1–3 years of experience in an administrative or office support roleFluent in EnglishExperience in marine, shipping, or logistics industry is an advantageStrong organizational and multitasking abilitiesExcellent written and verbal communication skillsHigh attention to detail and accuracyAbility to prioritize tasks and meet deadlinesStrong problem-solving and coordination skillsProficiency in Microsoft Office (Word, Excel, PowerPoint)Familiarity with email management and scheduling toolsExperience with ERP or logistics systems is a plusProfessional attitude with strong interpersonal skillsAbility to work independently and as part of a teamBasic knowledge of marine/shipping documentation is preferred