Administrative Executive

Executive Ship Management Pte Ltd| Date Posted: 11-Sep-2020
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Job Nature:
Position Level:
Entry Level, Experienced

Job Description

Executive Ship Management (ESM) is a premier ship management company preferred by the industry leaders for our superior professional expertise and bespoke services to discerning shipowner.

ESM is part of Executive Group, an ensemble of seven maritime service providers, headquartered in Singapore with offices in 11 cities around the world. Group services include ship management, management and ownership of offshore vessels, marine supply and repairs, chartering and commercial management, maritime software solutions and maritime training centre. (


What we offer

The Executive Group is poised to lead the maritime services industry by driving innovations and creating strategic value for its partners.

In order to keep pace with its growth and expansion, the company is looking for highly motivated and passionate individuals to join the team with tremendous growth potential within its group companies.


Your Key Responsibilities

  • For newly acquired or 2nd hand takeover of vessels, ensure that the initial set of letters and company’s stationeries are to be dispatched to the vessel and necessary technical files are in place.
  • Dispatch Crew and Official mails to vessels regularly and as instructed by the Purchase Executives / Superintendents.
  • Initiate instructions to vessels regarding “Unannounced Alcohol Testing Onboard” as instructed by Superintendents.
  • Manage the following data periodically:
    • List of vessel owners and respective contact details; 
    • Records of owners’ instructions to respective vessels;
    • Monthly survey status; 
    • International Maritime Organization (IMO) contact lists; 
    • Analysis reports (e.g. Sulphur Content Data); and
    • Vessel certificates and other relevant documents (e.g. Vetting, Port State Control & Drug and Alcohol records to be maintained in in-house web system)
  • Compile month-end mails from vessels for Superintendents for review.
  • Compile the following reports:
  1. Vessel Inspection Reports
  2. Drydock Reports 
  3. Quarterly Performance Reports
  4. Quarterly Report Forms
  5. Takeover or Stenciling Reports
  6. US Voyage Declaration Forms every Quarterly
  7. Any other reports as and when required
  8. Upload of VIR’s / PSC / Vetting data in Phoenix
  9. Q88 upload
  10. Any other reports as and when required
  • Carry out photocopying and scanning of relevant documents as and when required.
  • Provide assistance to Superintendents for vetting related activities.
  • Renewal Application for Annual certificates.
  • Provide assistance to Fleet Manager for Owners visit data / presentation and Technical strategy data.

We are looking for Professionals

  • With Diploma
  • Preferably with one year of similar experience in ship management companies or related industries
  • With good administrative, planning and implementation skills
  • Fluency in English with good English writing skills is preferred
  • Computer literacy is a must
Company Overview
Executive Ship Management Pte Ltd