Admin Intern

BSM

Working with Bernhard Schulte Shipmanagement (BSM) means partnering with one of the world’s leading third-party ship managers.  

At BSM, success is built on teamwork. With a diverse, multinational team, we collaborate to drive innovation and set industry standards.

Looking for a dynamic career and global opportunities? Then join the BSM family.

We’re looking forward to meeting you!

The Admin Intern provides administrative and operational support to the Training Administration and Support Services teams. The role assists in maintaining accurate training records, processing training documentation and certificates, supporting procurement activities, coordinating with suppliers, and helping organize company events and administrative functions.

Key Responsibilities

Training Administration Support

• Encode trainee information and training records in the PAL Training Reservation System.

• Process and upload course certificates in PAL.

• Close completed training batches in the system.

• Assist in manual certification processes for designated programs.

• Maintain and update training monitoring records, including:

  • Trainee attendance

  • Training endorsements

  • Course cancellations

  • Training statistics and reports

• Coordinate with relevant stakeholders regarding trainee attendance and certificate status.

Records Management and Documentation

• Receive, organize, and file trainee documents for archiving.

• Maintain physical and electronic records, including attendance sheets, application forms, practical assessments, and training-related documents.

• Assist with photocopying, scanning, and document management activities.

• Ensure proper documentation and recordkeeping of administrative transactions.

Administrative and Operational Support

• Provide general administrative support to the Training Administration team.

• Assist in preparing training itineraries and related documentation.

• Support daily monitoring and reporting requirements.

• Create simple presentation and communication materials using Canva or similar tools.

Procurement and Supplier Coordination

• Assist in preparing Purchase Orders (POs) and Requests for Payment (RFPs).

• Coordinate with suppliers regarding quotations, deliveries, and documentation requirements.

• Research and identify alternative suppliers offering competitive pricing and quality services.

• Prepare supplier comparison matrices and summary reports.

• Verify supplier compliance with company accreditation requirements, including BIR, DTI, and SEC registration where applicable.

• Ensure suppliers provide complete and accurate sales invoices and delivery receipts in accordance with company requirements.

Event and Logistics Support

• Assist in organizing employee engagement activities, training events, meetings, and company functions.

• Coordinate logistical requirements with internal departments and external suppliers.

• Support event preparations, food tastings, and other administrative arrangements.

Learning Opportunities

The Admin Intern will gain exposure to:

• Training administration and records management

• Learning and development operations

• Procurement and supplier management

• Documentation and compliance processes

• Event planning and coordination

• Business communications and stakeholder coordination

• Administrative systems and reporting tools

Qualifications

• Currently pursuing a degree in Business Administration, Office Administration, Human Resources, Management, or a related field.

• Proficient in Microsoft Office applications, particularly Excel, Word, and PowerPoint.

• Knowledge of Canva or other basic design tools is an advantage.

• Detail-oriented with good organizational and communication skills.

• Willing to learn and handle administrative and operational tasks in a fast-paced environment.