Site Office Administrative Assistant - 3 Month Fixed Term Contract

Job Introduction

Having successfully built and launched a new cruise ship last year, Saga Cruises has built another 999-passenger 58,250-ton luxury cruise ship at Meyer Werft shipyard in Papenburg, Germany for delivery this autumn 2020.

Saga Cruises has a strong reputation in the British Cruise market for its high standards of passenger service and attention to detail. These ships will significantly increase Saga Cruises’ passenger capacity allowing it to build on the success of its current ships.

You will provide a support to the Saga Cruises New Build Site team at the critical project phase to enable delivery of the 2^nd cruise vessel constructed at Meyer Werft, Papenburg. By supporting all office administration procedures for the New Build Site team, you’ll be integral to the ongoing efficiency and delivery of project objectives.

You will be assisting and supporting to maintain relationships with both our key internal and external stakeholders and providing support to the New Build team by completing diary management, travel arrangements and other office duties.

*Please note this role is based in Papenberg, with half of the period to work on board the ship in the port of Emden and on sea trials*

*Please note this is a fixed term position and you will be available from the 01.09.2020 until the 30.11.2020*

Role Responsibility

• Support of administrative management of the Saga Cruises Site office
• Diary management and travel arrangement responsibility for the Site Manager and other site team members
• Proactive task management, including logging and reporting of all task requirements relating to the office
• Supporting approvals, tracking and signing off invoices weekly
• Supporting smooth running of office functions, processes and facilities, liaising with suppliers and the shipyard as necessary
• Act as a key point of contact for suppliers, as delegated
• Liaison with local suppliers for domestic requirement and arrangements for the members of the site team including some senior ship’s officers
• Assistance with office document management and procedures
• Liaison with port agent and domestic arrangement provider
• Liaison with local authorities and UK crew management teams in respect of visa applications and regulations
• Liaison with the UK based teams to make local accommodation and travel arrangements
• Knowledge of shipyard norms and processes in order to ensure the team’s compliance with those requirements is beneficial, but not required
• Providing support to the site based team with personnel requirements and local registrations, whilst liaising with the Head Office HR team

The Ideal Candidate

Capability, Knowledge and Experience:

• Experience in office administrative support involving a diverse range of functions
• Ability to support administration of office systems and facilities
• Excellent IT skills including Word, Excel and PowerPoint as all packages
• Ability to estimate and deliver projects within the timescales and budgeted costs
• Office administrative support
• Documentation management & diary management
• Travel and accommodation arrangements
• Pool car fleet management
• Purchase order and invoice management
• Process concept proposals and writing procedures
• IT and MS Office applications at expert level
• Knowledge of shipyard and shipbuilding supervision administrative processes would be an advantage
• Knowledge of Owner supplies processes would be an advantage
• Knowledge of crew arrival, port agency’s activities and crew support would be an advantage
• Ability to work on board the ship in port and on sea trials for extended periods

Education and Qualifications:

• Fluency in German and English

Personal Characteristics:

• Problem solving and organisation skills
• Ability to work well under pressure, demonstrate resilience and deliver to deadlines
• Willing to work flexibly and according to the needs of the project
• Negotiation and influencing skills
• Good communicator
• A motivated self-starter who is enthusiastic in pursuit of continuous personal development
• The ability to deal with tact and diplomacy with all contacts in a professional manner
• A completer/finisher with an eye for accuracy and detail
• Ability to quickly react to identify and resolve problems
• Excellent organisation, prioritisation and time management skills
• Bright, enthusiastic, driven and adopt a diligent approach to meet your personal KPI`s and team targets
• Ability to exhibit objectivity and openness to others' views
• Ability to provide and receive feedback
• Ability to work autonomously to tight deadlines
• Confident to challenge stakeholders at all levels in an effective and constructive manner
• Excellent hospitality and communication skills
• High sense of responsibility and commitment

Package Description

This is a fixed term contract position until 30.11.2020

About the Company

When you join Saga you will see that we are committed to treating all employees fairly and to offering equal opportunities in all aspects of employment and advancement. 

We value diversity not just because it is the right thing to do, but because diverse teams perform better. Creating a culture in which everyone feels welcome and offering equal opportunities in all aspects of employment and advancement is incredibly important to us. Fair consideration is given to applications from all applicants, including those with disabilities. If you need support at any point with your application please let us know as we will be happy to help.

Learn more about the Saga business by watching our Saga plc 2019 AGM film below:

To all recruitment agencies: Saga does not accept agency CVs unless specifically engaged on the role by the HR Recruitment Team. Please do not forward CVs to our recruiters, employees or any other company location. Saga is not responsible for any fees related to unsolicited CVs.

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Saga Group