Receptionist / Front Office Executive

Operations & Admin Executive – Shipping (Startup Role)

Company: Cassini Ship Management Pvt. Ltd.

Location: Mumbai

Type: Full-time, On-site

About Us

Cassini Ship Management is a growing marine / ship management company handling crew management, ship operations and related marine services. We are a young startup, so the work is dynamic, hands-on and involves close coordination with ship captains, authorities, and overseas offices.

We are looking for an Operations & Admin Executive who can support day-to-day office operations, communication and basic accounts, and assist the Managing Director.

Key Responsibilities

1. Communication & Coordination

Handle daily communication via email and phone with:

Ship Captains onboard vessels

Flag state / class / port authorities

Shipping agents and other service providers

Draft, send and follow up on professional emails as per instructions.

Coordinate with our Dubai office team and remote colleague (ship supplies) whenever required.

2. Crew Change & Travel Arrangements

Assist in planning crew changes for ships.

Coordinate with shipping agents for sign-on / sign-off formalities and port requirements.

Arrange and book flight tickets, local transport, hotels (if needed) for crew.

Maintain crew movement records and basic documentation.

3. Accounts & Documentation

Assist in basic accounts work – recording expenses, preparing vouchers, tracking payments, maintaining files (physical & digital).

Coordinate with external accountant as required.

Maintain proper filing of contracts, invoices, statements, and important ship-related documents.

4. Executive Assistance to MD

Provide day-to-day support to the Managing Director:

Managing calendar, meetings and reminders

Preparing basic reports / summaries as instructed

Following up on pending tasks with internal and external parties

5. Office Administration & Visitors

Handle front-office responsibilities – attending calls, receiving visitors, arranging meetings.

Ensure smooth office functioning – stationery, courier, basic housekeeping coordination, etc.

Support in ad-hoc tasks related to operations, compliance and administration as required in a startup environment.

Desired Profile

Education: Graduate in any stream (Commerce / Shipping / Management preferred, but not mandatory).

Experience:

Freshers or 1–3 years experience in shipping / logistics / admin / office coordination can apply.

Skills:

Good written and spoken English

Confident on email, MS Word, Excel

Comfortable speaking on phone with seniors, authorities, and overseas contacts

Basic understanding of accounts will be an added advantage

Personality:

Flexible, hardworking and willing to learn

Can handle high-pressure situations, urgent work and sometimes longer working hours when ship operations demand

Organized, responsible and sincere in following up tasks till completion

Comfortable working in a startup environment where roles are not rigid and work can be multi-tasking

What We Offer

Opportunity to learn end-to-end ship management operations directly from the Managing Director

Exposure to international shipping, crew management and coordination with foreign offices

Friendly, close-knit working environment with real responsibility from day one

Growth opportunities as the company expands