Admin Executive

Admin Operations Executive (Full-Time)

Location:
1 Sunview Road, Singapore (Near Boon Lay / Pioneer MRT)

Working Hours:
Monday to Friday

Industry:
Marine, Commercial Diving & Underwater Services

About Us

Hydro Marine Solutions is a Singapore-based marine and commercial diving company specializing in underwater inspection, maintenance, repair, cleaning, and marine support services. We support vessel owners, ship managers, terminals, and offshore clients with reliable and professional underwater solutions. As our operations continue to grow, we are seeking a highly organized and proactive

Admin Operations Executive

to support both our administrative and operational functions.

Key Responsibilities

Operations & Administrative Support

Work closely with Management and the Operations Team to support daily business and project operations.

Assist in coordinating diving jobs and operational schedules to ensure timely project execution.

Provide administrative support to management and operational personnel as required.

Monitor office supplies and arrange purchases when necessary.

Coordinate maintenance, repairs, and replacement of office equipment.

Communication & Coordination

Manage incoming and outgoing correspondence, including emails, phone calls, courier deliveries, and mail.

Provide reminders and administrative support to senior management.

Liaise with clients, suppliers, subcontractors, and vendors regarding schedules, documentation, and operational requirements.

Facilitate effective communication between office personnel, operational staff, and clients.

Documentation & Reporting

Maintain accurate and up-to-date records for all diving and marine projects.

Prepare service reports, final diving reports, quotations, presentations, and other client-related documentation.

Organize and maintain digital filing systems and company records.

Update and maintain documentation within the Company's Quality, Health, Safety and Environment (QHSE) Management System.

Assist in preparing weekly staff allowances and supporting payroll administration.

Scheduling & Logistics

Coordinate appointments, meetings, training courses, diving medicals, travel arrangements, and accommodation bookings for management and operational staff.

Schedule and coordinate deliveries, inspections, and service requirements with clients and vendors.

Support operational planning by ensuring required documentation and logistics are arranged in a timely manner.

Requirements

Minimum Diploma in any discipline.

At least 2 years of relevant administrative, operations, or coordination experience.

Proficient in Google Workspace and WhatsApp Web.

Strong verbal and written communication skills.

Comfortable interacting with personnel at all levels of the organization.

Excellent organizational, planning, and time management skills.

Detail-oriented with strong accuracy in documentation and reporting.

Ability to multitask, prioritize workloads, and meet deadlines in a fast-paced environment.

Able to handle confidential and sensitive information with professionalism.

Experience in the marine, shipping, offshore, engineering, or related industries will be an advantage.

Candidates with knowledge of business administration or operations management will have an added advantage.

Training will be provided for suitable candidates.

Able to work independently with minimal supervision.

What We Offer

Opportunity to work in the dynamic marine and commercial diving industry.

Exposure to diverse marine projects and operations.

Career growth and development opportunities.

Supportive and collaborative work environment.

Training and mentorship provided.

Established in 2022, Hydro Marine Solutions was formed to provide reliable and professional underwater services to vessels in Singapore.

With over 14 years of experience in the industry, our team's in-depth knowledge of underwater ship husbandry services and state-of-the-art diving equipment allows us to meet the ever demanding needs of our partners while also striving to exceed expectations.