Administration Assistant

Join our global team for a career filled with opportunities to solve challenges both small and large, local and global, simple and complex.

Wilhelmsen Ship Management is a third-party ship manager providing various services across the globe. With a huge strength of Employee and Seafarers, we own and operate the world’s largest Maritime Network in more than 70 countries.  Wilhelmsen Ship Management Chennai is looking for an Administration Assistant for it's PMS business unit in Chennai. This position is on contract basis with the possibility for a permanent position based on performance and requirement.

If you have an innate ability to learn and adapt to a dynamic and ever evolving environment, then this is a opportunity you should not miss. If you are energetic, enthusiastic with a high level of drive and determination and eager to build your career in the Marine Industry, then we at Wilhelmsen can tap your hidden potential.

Enlisted below is the main responsibility for this position:

Main responsibilities and tasks
·  MIS & Tracking of office Consumables (Stationary/Printing/Pantry/Housekeeping materials). 
·  Ensuring maintenance of optimum inventory levels in the stores and maintaining business relations with vendors for the procurement of necessary items for the office in co-ordination with PMS Manager 
·  Liaising with services providers in co-ordination with IT, Admin & HR as applicable in case of no connectivity like biometrics attendance machine, Internet lease line & landline, to ensure smooth working conditions in the premises.
·   Monitoring the attendance of all staffs at premises. Generating reports as required monthly and quarterly basis and ensuring attendance is up to date on a daily basis in co-ordination with HR.
·   Taking care of visitors and vendors at front office, hotel bookings, travel arrangements, letter of invitations, office insurance.
·   Co-ordinate with building society and authorities, 
·   To handle Inward & Outward movements of dispatch if any and maintaining record and acknowledgement of the same.
·   Maintaining visitors register.
·   To maintain Xerox Machine reading books every day.
·   To maintain inventory of photocopy machine/printer tonner & contact with suppliers/IT dept. in case of any issue.
·   To ensure that admin support/office boy switches off all computers, aircons, electronic appliances, devices and equipment’s at the end of the day and when not required.
·    To supervise admin support/office boy/housekeeping and ensuring proper cleaning of the entire office, cafeteria & washroom/toilets.
·    Coordinating transport, cafeteria, housekeeping & janitorial, fire extinguishers, electrician, carpentry in the premises. 
·    Ensuring offices cleanliness and infrastructure is in place. 
·    Rendering any kind of administrative service as may be required by the business units.
·    Processing invoices and handling accounts payable.
·    Coordinating with the finance department for vendor payments and other financial matters.
 
Others
·    Assisting with scheduling and calendar management for general office requirement.
·    Preparing and editing documents, reports, and presentations.
·    Ensuring compliance with company policies and procedures.
·    Supporting seniors with various tasks and projects.
·    Carry out any other instructions as and when assigned by PMS Manager (ad-hoc issues). 
 
Accountabilities:
The position will be accountable for day-to-day administrative operations of allocated location/premises.

Qualifications:
Mandatory Requirement:
·    Graduate in any discipline (preferably B.Com) from a university with at least 1 to 2 years experience in related fields.
 
Additional preferences
·    Good communication and command over spoken and written English.
·    Pleasing demeanour and customer centric.

Work Location: Teynampet, Chennai
Application Deadline: 02nd March 2025

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