Job Roles at Tetra Maritime

Role Overview

• Global Admin ensures seamless office operations and strict adherence to Global Standards. This role requires a professional with high analytical proficiency, a results-first mindset, and the ability to proactively spot and eliminate operational inefficiencies. The role carries clear ownership for administrative initiatives and office-related projects, ensuring delivery on time, on budget, and without disruption to core business operations.

Key Responsibilities
Project Management & Execution

• Own and deliver office-related projects end-to-end (e.g. facility upgrades, office moves, system implementations), from initiation to formal close;
• Define scopes, timelines, budgets, and dependencies; actively manage risks and intervene early where delivery is at risk;
• Provide concise, fact-based progress updates, including blockers, corrective actions, and escalation recommendations

Procurement & Vendor Management

• Execute procurement strictly in line with company SOPs, including vendor onboarding and KYC requirements;
• Prepare and submit Procurement Forms for COO approval prior to any purchase or commitment;
• Maintain accurate vendor records and ensure timely invoice and payment processing

Travel & Logistics Coordination

• Coordinate end-to-end travel logistics for staff and visitors, including visas, accommodation, and local transport;
• Manage the local transport fleet, ensuring servicing, compliance, and fuel controls are maintained
• Compliance & Regulatory Liaison
• Ensure full adherence to local regulatory requirements and global compliance standards;
• Liaise with statutory bodies (Police, Fire Services, and regulators) to maintain continuous office compliance

Financial & Administrative Control

• Manage petty cash, expenses, and invoice workflows with high accuracy;
• Operational Audit & Control: Design and maintain real-time trackers for inventory, projects, and spend to identify inefficiencies, enforce controls, and drive cost discipline;
• Use data and analysis to support budget optimization and cost-saving initiatives

Event & Office Operation.

• Plan and deliver office and corporate events in line with Global Admin protocols;
• Maintain event sheets and provide structured updates to stakeholders and the COO;
• Oversee daily office operations including reception, access control, and workspace readiness

Requirements

• Education: University Degree; additional professional certifications in Project Management or Administration are an advantage
• Communication: Highly articulate, professional English (spoken and written);
• Project Management: Proven ability to manage multiple workstreams simultaneously in international, standards-driven environments;
• Analytical Ability: Demonstrated capability to identify process gaps, reduce waste, and improve operational efficiency;
• Drive & Accountability: Highly organised, delivery-focused, resilient under pressure, and comfortable operating within approval-driven and audit-heavy environments

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Description

• The Administrative role serves as a core pillar of the organization’s operations, establishing and maintaining the structures and processes required for smooth, efficient, and compliant business activity. The role ensures that administrative operations are carefully planned, analytically grounded, and executed to a high standard.
• With a strong sense of ownership and analytical discipline, the role extends beyond task execution to continuously refine and optimize administrative frameworks, enabling the wider business to achieve its objectives

Core Responsibilities

Administrative Control & Governance

• Act as the central point of control for all TPT administrative activity, ensuring consistency, structure, and traceability.
• Maintain and own master administrative trackers covering travel, events, vendors, spend, reimbursements, and brand assets.
• Ensure all administrative actions are properly documented, approved, filed, and easily retrievable.
• Enforce internal administrative standards and guardrails, challenging non-compliant or poorly prepared requests.

Project & Operational Execution

• Own planning and delivery of operational initiatives, events, and business support projects from concept through execution.
• Lead TPT events, networking engagements, and stakeholder meetings, ensuring timelines, budgets, and quality standards are met.
• Bring structure and discipline to ad-hoc administrative and operational requests from leadership.

Travel & Executive Logistics

• Manage end-to-end travel planning for TPT staff and visiting executives, including flights, accommodation, visas, and ground logistics.
• Design detailed itineraries to ensure efficient movement, minimal friction, and readiness for meetings.
• Proactively monitor documentation validity (passports, visas) to prevent last-minute

Vendor Management & Due Diligence

• Identify, evaluate, and onboard vendors for events, services, gifts, and operational needs.
• Conduct analytical due diligence, including cost-benefit analysis and performance assessment.
• Negotiate commercial terms and manage ongoing vendor performance and value for money.
• Financial Oversight & Expense Control
• Manage the end-to-end reimbursement and staff expense review process, ensuring accuracy and policy compliance.
• Review submissions for correctness, VAT treatment, and cost allocation prior to MD approval.
• Act as liaison with Finance to track status of reimbursements and vendor payments.

Analytics, Reporting & Insight

• Own administrative data across spend, travel, vendors, and events, ensuring accuracy and completeness.
• Analyze trends, anomalies, and inefficiencies, proactively flagging risks and cost-saving opportunities.
• Produce concise insight summaries and recommendations to support leadership decision-making.

Brand & Information Custodianship

• Act as gatekeeper for the TPT brand, ensuring all materials adhere to approved identity and quality standards.
• Coordinate creation and maintenance of decks, documents, and marketing materials.
• Maintain a structured and current library of approved digital and physical assets.

Requirements

• Administrative professional with a strong ownership mindset and sound judgment.
• Highly analytical, comfortable working with data, dashboards, and financial information.
• Proven ability to manage complex logistics, projects, and stakeholders independently.
• Confident communicator able to push back, enforce standards, and present recommendations to leadership.
• Organized, resilient, detail-driven, and trusted to operate with minimal supervision.