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Team Administrator - Shipping

Dubai, United Arab Emirates
Full time
On-site

Job description

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▌JOB DESCRIPTION
Job title: Team Admin - Shipping
Reporting to: Managing Director - Shipping
Hours: Monday to Friday – core hours 09 AM to 5 PM
Location: Head Office - Dubai

Purpose of the position:

The Team Executive will provide administrative support to the head of the division and technical team, playing
a vital role in the smooth running of the department. The ideal candidate will be detail-oriented, organized,
and possess excellent communication skills to effectively handle billing inquiries and data management tasks.

Key Responsibilities:

Administrative & Coordination Support
  1. Provide day-to-day administrative assistance to the Shipping team including scanning, typing,
    copying, and document preparation.
  2. Answer and route incoming calls to relevant team members.
  3. Arrange internal and external meetings, prepare notes of meetings, and update Mumbai team on
    vessel schedules if required.
  4. Monitor departmental email accounts (Info Shipping / Group email) and respond or escalate
    requirements promptly.
Travel, Visa & Guest Management
  1. Arrange visas, flights, hotel accommodation, and transportation for staff and guests, including
    itinerary changes when required (outside working hours if necessary).
  2. Maintain business travel and annual leave databases and submit travel expense reports.
  3. Arrange accommodation for new joiners and visiting guests.
  4. Greet guests and provide refreshments as needed.
  5. Enusre travel insurance for the Technical team is up to date
 
Vessel & Operations Support
  1. Maintain records of LO & FO reports, follow up on landed samples, monitor reports, forward to vessel  managers/superintendents, and store in cloud.
  2. Communicate with agents to support smooth superintendent vessel visits.
  3. Create new vessel registrations in PAL / PALMDM.
  4. Maintain vessel manuals, logbooks, and stationery in the shipping storeroom and arrange dispatch
    when required.

Documentation & Records Management
  1. Maintain hard and soft copies of shipping accounts documents, contracts, and agreements.
  2. Follow internal contract approval procedures and ensure proper filing.
  3. Maintain databases for shipping contracts, certificates (masters, purchasers, technical coordinators,marine superintendents), and alert relevant team members of upcoming expiries (monthly).
 
Finance & Reimbursements
  1. Register all shipping invoices in the shipping invoices account.
  2. Process expense reimbursements for crew, guests, and shipping team members (including team events).

Courier & Logistics
Process and dispatch courier requests for the department.Arrange transportation for staff or guests when required.
 
General Support
  1. Maintain hotel contracts and agreements and ensure best available rates (annual review).
  2. Assist team members with any additional administrative support as required.
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