Office & Service administrator

Office & Service Administrator

Location: Istanbul, Turkey (Hybrid, min. 16 hours in-office)

Position Type: Part-time (20–28 hours per week)

In short

As our Office & Service Administrator at AEGIR-Marine Turkey, you will be the operational backbone of our local office. You take full ownership of essential administrative processes—from engineer travel logistics and Schengen visa applications to certification tracking, HSE documentation, and tool management. By creating structure and taking on key administrative responsibilities, you directly empower our Service Coordinators and Team Leader to focus on operational excellence and client coordination.

Your Responsibilities

You manage a broad range of office and service support activities, acting as a reliable link for our local engineers and management:

- Travel & Visa Logistics: Prepare Schengen visa documentation, follow up on applications, coordinate incoming/outgoing shipments, and arrange flights and travel logistics for service engineer mobilizations.
- Service & Engineer Support: Track engineer certifications, medical reports, and HSE documentation. Ensure shipyard-specific access requirements are met prior to mobilization and assist with timesheets and working-hour tracking for post-job invoicing.
- Equipment & Stock Tracking: Monitor stock levels for PPE (Personal Protective Equipment), manage tool calibration status, track equipment requirements, and prepare purchase requests for tools and consumables.
- Document Control & KVKK Compliance: File and store employee records and sensitive documentation in strict compliance with Turkish Personal Data Protection Law (KVKK) and internal company guidelines.
- General Office Support: Assist the Team Leader with general administration, training schedules, and office social events to foster a positive team environment.

What We Offer

- Competitive Net Salary: A strong salary aligned with your experience, background, and qualifications.
- Flexible Working Hours: Part-time arrangement between 20 to 28 hours per week, tailored to balance operational needs and personal flexibility.
- Hybrid Working Model: A flexible setup with a minimum of 16 hours per week physically present in the office.
- International Environment: A warm, informal, and supportive culture within a growing global maritime leader.

About AEGIR-Marine

AEGIR-Marine is a brand-independent expert in stern tube seals and marine propulsion services. With a global presence across 14 offices, we support shipowners worldwide in keeping their vessels operational with top-tier technical expertise and service flexibility.

At our core, we are a family-owned company where people come first. Our global team thrives on open communication, teamwork, and a warm, supportive atmosphere.

Ready to Join Us?

If you are a structured administrative professional ready to support a dynamic team in Turkey, submit your application directly or contact our team in Turkey for more information.

Requirements

About You

- Background & Experience: Previous experience in administration, office support, or service operations is preferred.
- Language Skills: Good command of English, both written and spoken (English is our primary language for global communication).
- Skills & Software: Good knowledge of Microsoft Office applications (Word, Excel, Outlook).
- Personality & Working Style: Highly structured, detail-oriented, and proactive. You take pride in maintaining order, handling confidential information with complete discretion, and communicating openly with team members.
- Adaptability: Comfortable in a dynamic, international environment where priorities can shift quickly.