Seaborne Shipbrokers S.A. is a leading provider of client-focused Shipbroking services, offering expertise in Sale & Purchase, Newbuildings Contracting, Chartering, Financial Advisory, Research, and Valuations to Shipowners, Private and Public Equity investors, and Credit Institutions.

We are currently seeking an Office Administrator, for our Dubai office, who will provide high-level administrative support to our team and act as a critical partner in ensuring the smooth operation of daily activities. This role requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion.

Responsibilities

• Provide comprehensive administrative and office support to ensure smooth daily operations
• Manage and prioritize calendars, scheduling meetings, appointments, and travel arrangements for the team
• Liaise with suppliers, clients, and other external parties to address and resolve routine issues
• Proactively follow up on outstanding matters to ensure prompt resolution
• Prepare and organize documents as needed, maintaining accuracy and accessibility
• Serve as the first point of contact, screening and routing incoming calls, emails, and inquiries
• Plan and coordinate events, conferences, and meetings, ensuring all logistics are in place
• Handle sensitive information with professionalism and uphold strict confidentiality
• Oversee expense reports, invoices, and budgets for the executive’s office
• Undertake additional administrative tasks or projects as required

• Minimum 3-5 years previous experience in a similar role
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools
• Experience supporting senior executives, external clients, or suppliers
• Business-fluent English and Arabic
• Eligible to work in the United Arab Emirates
• Exceptional organizational and time-management skills
• Ability to prioritize and multitask in a fast-paced environment