Admin & Operations Assistant

Key Responsibilities

1. Crew Coordination & Pre-Joining Arrangements

• Coordinate with relevant internal departments to arrange pre-joining briefings for officers scheduled to join vessels.
• Ensure all necessary documents, briefing materials, and arrangements are prepared in advance.
• Follow up on briefing schedules and ensure officers receive the necessary information and instructions before joining their assigned vessels.

2. Crew Matrix & Manning Administration

• Monitor and maintain crew matrices for assigned vessels, ensuring all crew positions and information are accurately updated.
• Verify crew details and ensure compliance with company policies and applicable regulatory requirements.
• Coordinate with internal departments and local manning offices to resolve discrepancies and follow up on outstanding crew requirements.

3. Crew Certification & Regulatory Documentation

• Monitor and maintain crew members' STCW certificates, licences, and other required documentation.
• Obtain monthly certification status reports from vessels and maintain updated tracking records.
• Monitor certificate validity and expiry dates, proactively following up on renewals and outstanding documentation.
• Receive, verify, and distribute Singapore endorsements issued by the Maritime and Port Authority of Singapore (MPA) to vessels and local manning offices.
• Ensure all crew certification and regulatory records are accurate, complete, and readily accessible.

4. Allotment Register Administration

• Receive and review monthly allotment registers for accuracy and completeness.
• Coordinate with relevant departments to clarify discrepancies or obtain missing information.
• Forward registers to respective vessels for verification and confirmation, and follow up on outstanding responses.

5. Procurement & Purchase Order Administration

• Prepare and issue purchase orders for approved purchases and services in accordance with company procurement procedures.
• Verify quotations, supporting documents, and cost details before processing.
• Assist with new supplier registration and amendments to existing supplier records in the company system.
• Coordinate with relevant departments and suppliers to obtain necessary information, reviews, and approvals.

6. Invoice Processing & Verification

• Review and process airfare invoices submitted by travel agents, verifying charges against purchase orders, ticket references, and final airfare amounts.
• Identify and resolve billing discrepancies, duplicate charges, cancelled flight charges, and missing supporting documents.
• Assist with the processing of other ad-hoc supplier and service provider invoices, ensuring accuracy of billing details and cost allocations.
• Coordinate with internal departments and external suppliers to resolve invoice-related queries.
• Ensure invoices are submitted promptly through the appropriate approval workflows.

7. Letter of Indemnity (LOI) Administration

• Assist in preparing and issuing US Letters of Indemnity (LOI) upon request from local manning offices.
• Verify the accuracy and completeness of information before processing.
• Coordinate with relevant parties to clarify discrepancies and ensure documentation is properly maintained.

8. Courier & General Document Management

• Coordinate the receipt and dispatch of documents to vessels, local manning offices, and external parties.
• Arrange courier services through DHL or postal services, depending on urgency and requirements.
• Prepare and verify shipping details, track deliveries, and follow up on any delays.
• Maintain proper records of incoming and outgoing correspondence and documents.

9. Other Responsibilities

• Provide general administrative and operational support to the department.
• Undertake other ad-hoc duties and assignments as required by management.

Job Requirements

• Diploma in Business or equivalent.
• At least 1 year of relevant work experience.
• Proficient in Microsoft Office applications, particularly Excel and Outlook.
• Experience in shipping, crewing, or the maritime industry will be an added advantage.
• Fresh graduates are welcome to apply.

Interested applicants are welcome to submit your MS Word resume to career@oneconsulting-global.com

EA Personnel: R1107675 Agency No.: 07C3676