Administrative Assistant

CSA Ocean Sciences
CSA Ocean Sciences

Posted on Sep 4, 2026

Position Summary

CSA Ocean Sciences Suriname N.V. is the Suriname subsidiary of CSA Ocean Sciences Inc., a marine science and technical-services consulting firm delivering environmental and social impact assessments (ESIAs), environmental management plans, baseline surveys, and stakeholder engagement to offshore energy and other clients. The Administrative & Project Management Support Officer keeps the Paramaribo office running and provides day-to-day administrative and project-coordination support to the leadership team and to projects delivered locally and with CSA colleagues in Trinidad and at U.S. headquarters. This is the office's most immediate hire: it relieves the Finance Manager of administrative duties (part of the approved separation of the Finance and Administration functions) and creates a single, reliable point of coordination for office operations, procurement, document control, and proposal and contract administration.

The successful candidate is highly organized, discreet, and proactive, comfortable juggling several priorities at once, and familiar with Surinamese labour, occupational-safety, and related legislation. The role is expected to grow over time toward supporting subcontracts and contract administration in coordination with CSA's headquarters.

Roles & Responsibilities

Office administration and front office

  • Manage the front office and reception: greet visitors, handle incoming calls and correspondence, and maintain a professional, welcoming office environment.
  • Coordinate calendars, schedule and arrange meetings (including Microsoft Teams calls with HQ and Trinidad), and prepare meeting agendas, minutes, and follow-up action lists.
  • Order and manage office supplies, equipment, and general facilities; act as the office point of contact for service providers and the building landlord.

Document control and records management

  • Maintain organized physical and digital filing systems with proper version control, aligned to the office's ISO 9001:2015 quality-management system.
  • Format, proofread, and finalize letters, reports, and other documents in English and Dutch to a professional standard.
  • Maintain records-retention, correspondence logs, and a reliable, retrievable archive of company records.

Procurement and logistics

  • Obtain quotations, prepare purchase orders, and coordinate with suppliers and subcontractors; track deliveries and maintain a preferred-supplier list.
  • Arrange travel and field-mobilization logistics — flights, accommodation, ground transport, visas/permits — for staff, visiting colleagues, and field teams, often at short notice.
  • Maintain office and (future) field-equipment inventory and asset records.

Proposal and project administration

  • Assemble and format proposal packages: compile CVs and certificates, apply CSA templates, check completeness, and track submission deadlines.
  • Support internal costing and pricing administration (e.g., inputs to the T20 form) in coordination with Finance and the project leads.
  • Maintain project trackers and deliverable calendars; monitor milestones and flag upcoming deadlines to project managers.

Contract administration support (growth area)

  • Assist with subcontract and procurement documentation and support contract execution, including DocuSign routing, in coordination with CSA headquarters subcontracts administration.
  • Track contract milestones, insurance certificates, and required certifications; maintain a contracts register.

Compliance, HSSE, and HR administration

  • Maintain training and certification records (e.g., First Aid/CPR, BOSIET/HUET) and support ISO 9001:2015 documentation and internal audits.
  • Support health, safety, security, and environment (HSSE) administration, including safety-meeting records, in line with Surinamese labour and safety legislation.
  • Maintain personnel records, onboarding paperwork, and leave tracking, handling confidential information with discretion.

General

  • Liaise with the Finance Manager on invoicing, expense reports, and petty cash, respecting the separation of finance and administration duties.
  • Perform other administrative and project-support duties as assigned by office leadership.

Qualifications, Knowledge, Skills & Experience

Required

  • Minimum of a completed secondary-school (high-school) diploma; a further certificate or diploma in office administration, business, or project support is an advantage.
  • Demonstrated experience in office administration, secretarial, executive-support, or project-coordination roles.
  • Working familiarity with Surinamese labour law, occupational safety, and related legislation.
  • Fluent in English and Dutch, written and spoken.
  • Strong command of Microsoft Office (Word, Excel, Outlook, Teams) and comfort with digital document-management systems.
  • Excellent organization, time-management, and written and verbal communication skills; strong attention to detail.
  • Discretion and sound judgment in handling confidential company and personnel information.
  • Ability to manage multiple priorities and deadlines with a proactive, service-oriented attitude.

Preferred

  • Experience in project-management support or coordination; awareness of project-management practice (PMP or similar an asset).
  • Exposure to procurement, subcontracts, or ERP/enterprise business systems.
  • Prior experience in a consultancy, engineering, or oil-and-gas services environment.
  • Familiarity with contract administration and document-control standards.

CSA Ocean Sciences Inc. is an Equal Employment Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, veteran status, or disabled status. EOE/Vet/Disability

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