Administration Assistant

SVITZER is the largest global company within towage and related services. We
employ over ‎4000 employees and have a fleet of over ‎500 tugs. We are part of
the Denmark-based A.P. Moller/Maersk group - the world`s largest group of
maritime companies
We offer a competitive work/life balance as well as the opportunity to manage
all aspects of vessel operation and ownership.
We pride ourselves on providing best in industry tools to accomplish our goals
safely and to a high standard.
Job Description:
Agent Communication:
* Coordinate with the agent the cash delivery, daily permits, port police arrangements.
* Track & review the agent's monthly services and delivery notes.
Client Communication:
* Prepare a tugs timesheet summarizing the working days, maintenance days, and off-hire days.
* Keep record of all the invoices to get the client's approval at the end of each month.
Permits Follow Up:
* Update the documents needed to issue the monthly permits.
* Follow up on the legal and national security cases that require daily permits and try to resolve the issue in a timely manner.
* Prepare the needed documents annually for the Suez Canal Axis permits.
* Ensure that the required permits for any visits are valid/issued upon requested.
* Follow up on the expiry date of the navigation license / sailing permits for the Svizter Egypt units.
* Follow up on the governmental insurance's expiry date for the Svitzer Egypt units to notify/coordinate with the PR Manager for the renewing process.
Crew Communication:
* Follow up on the certificates' expiration date and inform the crew to renew the required certificates within a specific date set to avoid getting off hire.
* Prepare cash claims and reimbursements and send them to the crewing specialist to get approval.
* Coordinate with IDKU's Site Administrator and the Crewing Specialist in case of transferring crew members from IDKU to SCA or vise versa to inform the crew member and prepare the needed documents/permits.
* Collect and follow up on the crew's certificates/forms (ex: performance appraisals, assessments, and interview evaluation forms) to arrange with the Port Captain/Port Engineer to renew the internal required certificates and upload them prior to the expiry dates.
Reporting:
* Prepare and send the needed documents (documents correspondence, weekly checklists, yard maintenance, shifts changes, camera system maintenance, & track monthly bills) requested by GAFI.
* Prepare reports regarding the tugs (ex: maintenance,…etc).
* Prepare any additional reports required.
Office Duties:
* Follow up on the office maintenance.
* Track the office bills and prepare the weekly expenses claims.
* Arrange any staff visit from Alexandria regarding the hotel reservations, port permits, and coast guard permits.
* Supply the office with stationary, food and beverages.
* Update office safety flashes.
* Track & monitor company resources (Mobile phones, spare laptops, cars, etc).
* Send and receive documents to/from Alex. office.
* Propose new plans to reduce carbon footprint.
IT Support:
* Assist in resolving the IT issues of the office and tugs laptops.
Qualifications:
Educational:
* Bachelor's Degree in Business Administration or any relevant field.
Work Experience:
* Familiarity with marine standards, regulations, and procedures is a plus.
Skills:
* Excellent computer skills (MS Office).
* Able to adapt to different communication style to suit different audiences (Crew/Port Authorities).
* Strong organizational and multitasking skills, with the ability to prioritize tasks in a dynamic work environment.
* Able to act with tact and discretion.
Building a Diverse Workplace
In Svitzer we value the diversity of our talent and will always strive to
recruit the best person for the job - we value diversity in all its forms,
including but not limited to gender, age, nationality, race, sexual
orientation, disability, or religious beliefs. We are proud of our diversity
and see it as a genuine source of strength for building high performing teams.
Don't meet every single requirement? Studies have shown that members from some
under-represented groups are less likely to apply for jobs if they don't meet
every single qualification. At Svitzer we are dedicated to building a diverse
and inclusive workplace, so if you're excited about this role but your past
experience doesn't align perfectly with every qualification in the job
description, we encourage you to apply anyway. You may be just the right
candidate for this or other roles, and we are excited about hearing from you!
How to Apply
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