Senior Administration Executive

Join our global team for a career filled with opportunities to solve challenges both small and large, local and global, simple and complex.

Wilhelmsen Ship Management is a third-party ship manager providing various services across the globe. With a huge strength of Employee and Seafarers, we own and operate the world's largest Maritime Network in more than 70 countries. We are looking to hire an Senior Administration Executive for International Maritime Training Centre (IMTC), a division of Wilhelmsen Ship Management (India) Pvt. Limited at Powai, Mumbai.

Enlisted below is the main responsibility for this position:

Formal authorities

• Liaise directly with Group In-charge and Planning Officer at WSMI (Marine Personnel), individual participants and/or staff onboard WSM vessel (for fulfillment of training needs)
• Liaise directly with the identified person-In charge for training coordination at other regular customer companies of IMTC for daily operations pertaining to training/booking related activities.
• Liaise directly with all individual participants seeking to utilize IMTC's services.
• Accept / reject bookings for IMTC's scope of services, in consultation with HOA, HOD's, or Course Managers, as the case may be.
• To interact directly with Clients and course participants for issue of invoices, collection of course fees, and issue of receipts.
• To liaise with the HOA for exchange of information regarding Course participants, for the purpose of account keeping.
• Liaise directly with other admin staff for any external enquiry regarding course information
• Liaise directly with Officer IT / Marketing / MR - QMS and HTC for updating IMTC's client database

Main responsibilities

• To co-ordinate with WSM(I) (Marine Personnel), individual participants and/or staff onboard WSM vessel (for fulfillment of training needs)
• In consultation with HOA: Identify & plan participants for scheduled courses at IMTC maintaining the criteria's specified as per approved pool wise rank specific training matrix.
• Calling the WSM(I) participants for proposed schedule and offer alternative schedule if necessary. Maintain log of communication with participants in short list planner, in case the proposition is turned down by staff.
• Maintain & update of Participant Database.
• Replying to e-mails and telephone calls regarding course enquiries
• Attending calls from IMTC's regular client companies and take bookings of participants from them (if required in consultation with respective HOD, Course Manager and/or faculty)
• Provide accurate and timely information on each participant attending courses at IMTC to the Officer - Accounts in order to complete the accounting formalities.
• Maintain annual Revenue file with details of Participants and Courses.
• Maintain annual Expenses file with details of payouts under different heads.
• Ensure raising of debit / credit notes / invoices and issue statements of account.
• Liaise with WSMI (Accounts) for follow-up for outstanding payments, payments to suppliers.
• Follow up on 'no show' participants at the start of each Course.
• Maintain Customer focus and remain customer oriented while fulfilling duties.
• Carry out travel related formalities for course participants as per set guidelines in view of optimum usage of training budgets.
• Coordinate, assimilate and update HOA with relevant information in his/her absence.
• Protect and back up data as per IT guidelines.
• Be familiar with IMTC's Quality system and observe its requirements.
• Regular checking of IMTC's common email:

and adequate forwarding of message to concerned person.
- Maintaining & updating of IMTC's client database in consultation with HOD (Admin/It/Mktg.)
- Monitor DGS Website regularly and Maintain DGS Circular file (Source-DGS Website) up-to-date after forwarding necessary information to HTC & HODs.
- Generate / maintain periodical Statistical report as requested by the HTC and HOA.
- Be back-up for Accounting related tasks of IMTC as and when required & time permitting.
- Try to innovate & implement continual improvement by way of digitalizing any of the above task as practical, commercially viable and subject to approval from your Line Manager.

Qualification:

• Graduate with fluency in English and MSOffice applications.
• Handling of EPABX operation.
• Written & Spoken communication skills (preferable)

Competency Requirement

• Customer Focus
• Problem Solving & Decision Making
• Team Commitment
• Creativity & Innovation
• Professionalism

Work Location: Mumbai, India

Application deadline: 22nd September 2025