Summary
Administrative Assistant (Singapore) – Job Description
About the job
Phoenix is a Yacht Management Company, based in Dubai, the rising hub of luxury yachting. Phoenix is at the centre of every need when it comes to yachting management, sales, charter and much more. Our vastly experienced and highly qualified team equips us with an extensive range of services, covering all areas of yacht management.
We at Phoenix pride ourselves on providing an excellent working environment and exceptional service to our clients. We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide crucial on-site support to our project management team during a major refit of a motor yacht in Singapore.
The successful candidate will be an integral part of the refit team, ensuring efficient administrative operations, accurate documentation, and smooth communication within a dynamic shipyard environment. You will be supporting the project manager and senior leadership, maintaining real-time accuracy across reports and trackers, and ensuring smooth coordination of day-to-day tasks. This role requires excellent organizational skills, a strong work ethic, and the ability to thrive in a fast-paced, demanding project setting.
This position is full time and will be primarily on-site at the shipyard in Singapore. If you are someone who is well organized, discreet, motivated and passionate in their role with excellent communicative skills and precise attention to detail, then we are keen to hear from you.
Key Responsibilities:
Project Documentation & Record Keeping:
· Maintain and organize all project-related documentation, including contracts, invoices, purchase orders, technical specifications, drawings, work lists, change orders, and progress reports.
· Develop and implement efficient filing systems (both physical and digital) for easy retrieval of information.
· Assist in the preparation, formatting, and distribution of project reports, meeting minutes, presentations, and correspondence.
· Ensure all documentation is up-to-date, accurate, and compliant with company and project standards.
Communication & Coordination:
· Act as a central point of contact for administrative inquiries from the project team, shipyard personnel, contractors, suppliers, and yacht crew.
· Coordinate meetings, appointments, and travel arrangements for the project team as required.
· Manage incoming and outgoing communications (emails, phone calls) and direct them to the appropriate personnel.
· Facilitate communication between different departments and stakeholders involved in the refit.
Procurement & Logistics Support:
· Assist the project team with the creation and tracking of purchase requisitions and orders for materials, equipment, and services.
· Liaise with suppliers and freight forwarders to track deliveries and resolve any logistical issues.
· Receive and verify incoming deliveries, ensuring accurate record-keeping of goods received.
· Assist with inventory management of project-related items on-site.
Financial Administration Support:
· Assist with the processing of invoices, expense reports, and petty cash.
· Reconcile statements and track project expenditures under the guidance of the Project Manager.
· Prepare financial summaries and reports as requested.
Office Management (On-site):
· Maintain office supplies and equipment for the on-site project office.
· Ensure the on-site office area is kept tidy and organized.
· Assist with visitor management and shipyard access procedures.
General Administrative Duties:
· Provide ad-hoc administrative support to the Project Manager and refit team as needed.
· Operate standard office equipment (printers, scanners, computers).
· Maintain confidentiality of sensitive project information.
Required skills and qualifications
· Proven experience (2+ years) in an administrative support role, ideally within a project-based environment, maritime, engineering or manufacturing.
· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential.
· Experience with document management systems and/or procurement software is a plus.
· Excellent written and verbal communication skills in English.
· Strong organizational skills with meticulous attention to detail and accuracy.
· Ability to prioritize tasks, manage multiple deadlines, and work effectively under pressure.
· Proactive, resourceful, and able to work independently as well as part of a team.
· A strong sense of responsibility and discretion.
· Willingness and ability to work on-site at a shipyard in Singapore for the duration of the refit project.
· Knowledge of the yachting industry or marine refit processes is a distinct advantage.
