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Administration Assistant (Southampton)

Date Posted:
7 May 2018

Vacancy Details

Who are V. Group?


To put it simply, we are a leading global maritime service provider, specialising in the outsourced technical management of high value maritime assets and the provision of a wide-range of high value supporting technical, workforce and commercial services. We specifically operate in the commercial shipping, cruise, energy and defence sectors. Since the group's formation, we have expanded our range of services and global reach to a point where we are a true leader in the outsourced shipping management sector.


Administration Assistant  - what does that involve?


Overall Purpose of the Job:


To provide administration, clerical and secretarial support to the ship management team, as directed by the General Manager.


Key Tasks and Responsibilities:

To assist the ship management team as directed and including the following.

  1. Fulfill reception duties, such as answering telephones and meeting and greeting visitors.

  2. Send and distribute, as required and in a timely manner, emails, letters, reports, documents, DHL communications, office mail etc., keeping records of dispatch and follow up as may be necessary.

  3. Maintain, as required, systematic records and files in ShipSure, V.Net and shared office drives, ensuring the rapid and accurate retrieval of information is provided.

  4. Assist in processing and retrieval of data and the provision of soft and hard copy reports as directed, including monthly vessel reports.

  5. Make and/or co-ordinate travel/visa arrangements for office staff and contractors with travel department, vessels & port agents.

  6. Co-ordinate meetings for the office and manage diary entries as required.

  7. Support Managers and Superintendents with preparation of S&QMS and other documentation and with preparation and management of assigned projects.

  8. Prepare briefing packs for meetings and provide host support as necessary.

  9. Make and distribute minutes of meetings and track closure of related items.

  10. Attend meetings at client offices or offsite as required (with reasonable notice).

  11. Maintain records of office staff computer access rights and equipment distribution.


What are V. Group looking for?


  1. Good communication (oral and written) and interpersonal skills across varied cultures. 

  2. Can engage and interact with people at all levels.

  3. Good organisational and planning skills and a proven ability to work to, and meet, tight deadlines.

  4. Good IT skills in Microsoft Office (Word, Outlook, Excel, PowerPoint and Project)


What can I expect in return?


V.Group can offer you a market leading salary and benefits package, in addition to significant opportunities for career growth and personal development. This a great opportunity to join a true leader in the maritime sector - a company that has exciting plans for future growth.