Administrative & Operations Assistant - Shipping

Emcar Shipping is hiring a passionate and dynamic Administrative & Operations Assistant to assist in the daily responsibilities in our office based at Roche Bois.

Job Responsibilities:

Administrative:

• Manage office supplies, maintain filing systems (both physical and electronic), handle mail and courier services, and ensure a clean and organized workspace;
• Answer and direct phone calls, manage email correspondence, greet visitors, and serve as a point of contact for internal and external stakeholders;
• Coordinate meetings, appointments, and travel arrangements for department staff, including booking flights, accommodations, and transportation;
• Prepare, edit, and proofread documents, reports, presentations, and correspondence. Maintain accurate records and databases;
• Assist with basic accounting tasks such as processing invoices, expense reports, and petty cash management. May also assist in budget preparation and monitoring;
• Assist in the procurement of office supplies, equipment, and services, ensuring compliance with company policies and procedures;
• Assist with onboarding new employees, maintaining employee records, and coordinating training programs;
• Liaising with local authorities, suppliers, and clients on admin-related issue.
• Following-up on permits, licenses and other regulatory admin documents.
• Providing excellent customer service and maintain positive relationships with clients.

Operational Administration:

• Vessel Operations Support: Assist in coordinating vessel arrival/departure schedules, providing support with documentation related to customs, immigration, and port authorities;
• Data Entry & Management: Enter and maintain data in operational systems related to vessel movements, cargo details, and other port activities;
• Communication with Stakeholders: Assist in communicating with shipping lines, agents, and other stakeholders regarding operational updates and information;
• Reporting & Documentation: Prepare and distribute operational reports, statistics, and documentation as required;
• Compliance: Assist in ensuring compliance with port regulations, safety procedures, and environmental guidelines in administrative actions;

Other

• Due to the nature of the work of the Shipping BU, is available to work highly flexible shifts and participates in an “on call” rota system shared with other staff of the BU.

Qualification & Experience:

• Education: Higher School Certificate or more
• Experience: Minimum of 3 years of experience in an administrative role, preferably in the maritime or logistics industry. Experience in a port environment is a strong asset.
• Skills:
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills in English and French.  
• Strong organizational and time management skills.
• Ability to prioritize tasks and work under pressure.
• Detail-oriented with a high degree of accuracy.
• Proactive and able to work independently with minimal supervision.
• Strong interpersonal skills and ability to work effectively in a team environment.
• Knowledge of basic accounting principles is a plus.
• Familiarity with port operations and maritime terminology is an advantage.
• Must be computer literate and comfortable using database.