Admin Assistant

SUMMARY:
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POSITION INFO:

JOB DESCRIPTION

JOB TITLE: Admin Assistant

REPORTING TO: CEO

WORKING HOURS: 09h00 -- 17:00 with an hour for lunch. The work responsibilities may

require the candidate to be available beyond the above time brackets from time to time.

LOCATION: Bryanston, South Africa

TYPE: Full-time

About the Opportunity

K2 Recruit is assisting our client in recruiting a detail-oriented and well-organised Administration Assistant to support their day-to-day seafarer administration, recruitment coordination and office operations.

The role is suited to someone who is highly organised, comfortable working with confidential documentation, and able to manage multiple administrative priorities in a professional and fast-paced environment.

The successful candidate will also take responsibility for frontline reception and office support, while assisting with the company's social media presence.

Key Responsibilities

Seafarer Administration

• Maintain accurate and up-to-date records for all cadets and seafarers.

• Maintain and track seafarer applications, certificates and supporting documentation.

• Coordinate and monitor medical appointments and related medical documentation.

• Ensure seafarer records remain complete, accurate and readily accessible.

• Follow up on outstanding documentation and ensure compliance with required deadlines.

Recruitment & Onboarding Support

• Screen cadet applications against specific vessel and client requirements.

• Review candidate documentation and identify any outstanding requirements.

• Prepare professional candidate profiles for submission to clients.

• Assist with the administrative aspects of the candidate onboarding process.

• Prepare and distribute joining instructions and relevant documentation.

• Maintain accurate recruitment and onboarding records.

Travel & Visa Coordination

• Assist with the administration and logistical coordination of seafarer travel arrangements.

• Assist candidates with the preparation and collation of documentation required for visa applications.

• Track travel and visa documentation and follow up on outstanding requirements.

• Maintain accurate records of travel arrangements and supporting documentation.

Contract & Document Management

• Assist with the preparation, organisation and maintenance of employment contracts and related documentation.

• Maintain structured electronic and physical filing systems.

• Ensure confidential employee and seafarer information is handled appropriately.

• Monitor document expiry dates and follow up where renewals or updated documentation are required.

Front Desk & Office Support

• Manage the reception area and provide a professional and welcoming first point of contact for visitors and candidates.

• Answer and direct incoming telephone calls and enquiries.

• Manage calendars, appointments and meetings.

• Coordinate meeting arrangements and general office requirements.

• Provide administrative support to the broader team as required.

• Assist with managing the day-to-day functionality and presentation of the office.

Social Media & Media Administration

• Manage and maintain the company's social media accounts.

• Prepare and schedule relevant social media content.

• Assist with maintaining a professional and consistent online presence.

• Coordinate basic content updates and ensure information shared across social platforms is accurate and up to date.

Minimum Requirements

• Matric/Grade 12

• Previous experience in an administrative, coordination, recruitment or office support role.

• Strong administrative and organisational skills.

• Excellent attention to detail and accuracy.

• Strong written and verbal communication skills.

• Comfortable working with confidential and sensitive information.

• Good computer literacy and proficiency in Microsoft Office.

• Ability to manage multiple tasks and deadlines simultaneously.

• Professional and confident manner when dealing with candidates, clients and visitors.

• Ability to work independently while contributing effectively within a team.

Advantageous Experience

• Previous experience within maritime, shipping, crewing or seafarer administration

• Exposure to recruitment administration or candidate onboarding.

• Experience with visa and travel administration.

• Experience managing social media platforms.

• Experience working with document-heavy compliance or regulatory processes.

Personal Attributes

The successful candidate will be:

• Highly organised and methodical.

• Detail-oriented with a strong focus on accuracy.

• Professional, friendly and approachable.

• Confident in a frontline reception environment.

• Proactive and willing to take ownership of tasks.

• Able to work under pressure and manage competing priorities.

• A strong communicator with good interpersonal skills.

• Discreet and trustworthy when dealing with confidential information.

• Adaptable and comfortable working in a busy operational environment.

Role Summary

This is a varied administrative position combining seafarer administration, recruitment support, travel and visa coordination, document management, reception and office administration, and social media support.

The ideal candidate will be someone who enjoys a varied role, takes pride in keeping information and processes organised, and can provide a professional and welcoming experience to candidates, seafarers, clients and visitors.