Scope of Duties:

The position’s responsibilities include the handling of various administrative duties. Additionally, the position provides administrative support to various company’s departments/companies, as required. Handles confidential information. Communicates verbally and in writing ensuring that all administrative duties and responsibilities are completed accurately and delivered with high quality and in a timely manner.

Duties & Responsibilities:

Administrative support to PSL and other departments as needed:

• Handles telephone calls
• Receives and distributes all company mail and documents/packages to the fleet
• Performs travel arrangements such as tickets, hotels, taxis, prepayment requests as needed
• Coordinates the planning of meetings through the various meeting rooms
• Monitors the daily in and out log for PSL
• Handles other admin duties as requested by the General Manager, Marine/Safety & Quality Manager and Crewing Supervisor
• Provides administrative assistance to the PSL such as filing of documents, monitoring cards, etc.
• Handles additional duties assigned by the Administration Supervisor
• Prepares expense reports i.e., submitting visa expenses
• Creating requisitions for the Office, follows up and distributes invoices in Danaos system
• Responsible for office supplies (i.e. ordering office stationery, groceries etc.)
• Supplier registration in M-Files and Microsoft Outlook

Crewing

• Assists Crewing Department in invoice handling for various products and services purchased
• Coordinates the training requirements of seafarers as per the Company’s Training Matrix.
• Handles travel arrangements and transportation for the crew.
• Updates crew documentation and registers in Danaos Software
• Keeps various crew records, such as Captain’s Vacation Plan, Cadet Schedule etc.

Training Center

• Executes all customer and administrative tasks relating to the training center

   Marine

• Handles travel arrangement requests i.e. flights, accommodation, transportation etc.
• Prepares expense reports i.e. submitting visa and cash expenses
• Handles other Marine tasks as assigned by the General Manager or Marine/Safety & Quality Manager

Required Qualification:

• A degree or equivalent qualification from a tertiary institution recognized within a relevant field of Office or Business Administration or Secretarial Studies or related subject (minimum three years program) will be considered as an advantage.
• At least three (3) years of working experience in a similar position.
• Ability to administer and work under pressure.
• Ability to adhere to deadlines.
• Have a proactive approach.
• Possesses a strong sense of ethics and accountability.
• Strong communicator with excellent analytical, verbal, and written skills.
• Good organizational and problem-solving skills.
• Strong English and good Greek language communication skills, both written and verbal.
• Computer literacy.

To apply for this vacancy, kindly send your CV to: careers@petronav.com.cy