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