Administrative Assistant (6 Month FTC)

  • Type: Fixed term 6 months
  • Reporting to: Operational Support Manager - Simon Salkeld
  • Responsible for:
  • Location: Chelmsford

Purpose:  To provide administrative/clerical assistance to the vessels team

Key Deliverables:

  • uploading reports onto company database
  • Uploading daily vessel reports (DPRs) into individual vessel files on sharepoint.
  • Uploading monthly reports from vessels into individual files on sharepoint – this includes: vessel drills, hours of rest; crew rotas, safety meeting minutes, maintenance logs, dangerous goods manifests, Toolbox Talks (TBTs)
  • answering telephone calls
  • organising and scheduling meetings on outlook
  • taking and typing accurate minutes
  • book travel arrangements
  • Using the Omega World Travel system (training will be given)
  • Completing a new profile for anyone not yet on the system
  • Completing a travel request form
  • maintaining manual and electronic filing systems
  • printing off certificates and putting in vessel files
  • scanning and uploading certificates into individual vessel files
  • archiving expired certificates
  • maintain contact lists
  • updating vessel related emails addresses and phone numbers
  • binding documents
  • using office binding equipment to bind vessel manuals
  • scanning / photocopying
  • maintaining and updating spreadsheets
  • sending documents via email and post
  • raising purchase orders on company IFS system ( training will be given) – this element is subject to an IFS licence being available


  • knowledge of office administration procedures
  • good keyboard skills
  • proficient in MS Office (particularly MS Excel and Word)
  • excellent written and verbal communication skills
  • professional telephone answering skills
  • attention to detail

To apply for this role please email your CV and covering letter to