Administration Specialist (m/f/d)

NACOS Marine is a globally integrated group of companies at the forefront of maritime automation, navigation, and control systems. Building on decades of expertise and a heritage of trusted solutions, NACOS Marine continues to pioneer technologies that set the standard for safer, smarter, and more efficient ship operations worldwide.

Our administrative teams play a key role in ensuring smooth operations, strong coordination across departments, and reliable administrative governance.

Role Overview

We are seeking an Administration Specialist (m/f/d) to support daily administrative operations and act as a key coordination point between departments, particularly Finance and Warehouse/Operations. This role requires a highly structured and detail-oriented professional who ensures accuracy, compliance, and efficient administrative processes.

You will play an important role in maintaining documentation, supporting operational workflows, and ensuring administrative quality across business activities.

Key Responsibilities

Office Administration & Coordination

• Manage daily office operations and administrative procedures
• Coordinate schedules, meetings, and appointments
• Maintain office supplies and vendor relationships
• Support administrative governance and process compliance

Documentation & Records Management

• Prepare, organize, and maintain company documents and records
• Ensure structured filing systems (digital and physical)
• Handle confidential information securely and accurately
• Monitor administrative accuracy and compliance across processes

Cross-Functional Coordination

• Act as coordination point between Finance and Warehouse/Operations teams
• Support financial and operational data alignment and documentation
• Assist in administrative process improvements and workflow coordination
• Track deadlines and follow up on action items across departments

Data & Reporting

• Maintain administrative databases and spreadsheets
• Prepare reports and summaries for management
• Support tracking of budgets, expenses, and operational data
• Ensure data accuracy and consistency across systems

Key Requirements

• Diploma in Business Administration or related field
• Proven experience in administrative or office support roles
• Strong organizational skills with high attention to detail and accuracy
• Experience coordinating across departments, ideally Finance and Operations
• Ability to work with financial and operational data
• Proficiency in Microsoft Office (Excel, Word, PowerPoint)
• Structured, reliable, and proactive working style
• Experience with ERP systems or document management tools is an advantage
• Strong communication skills and ability to work independently

Why choose us and why we’d choose you

At NACOS Marine, you will be part of an international organization where strong administrative support plays a critical role in business success. You will work closely with multiple departments and contribute to efficient operations and continuous improvement in a dynamic environment.