Part-Time, Ships Agency Administrator - Gladstone

Summary about this job

Detail information about job Part-Time, Ships Agency Administrator - Gladstone. Terms and conditions vacancy

• Do you enjoy working for a market leader?
• Would you like to be part of a global organisation?
• Do you have a passion for the maritime industry?

Do you enjoy working for a market leader?

Would you like to be part of a global organisation?

Do you have a passion for the maritime industry?
 
 

And are you up for a challenge?
 
If you have answered yes to all of the above then read further….
 
An exciting opportunity has arisen for a Part Time Ships Agency Administrator to join a global maritime organisation!
 

Wilhelmsen is a global maritime industry group founded in 1861. We have the biggest maritime network in the world, with a presence in over 2 200 locations globally. We serve over half of the worldwide merchant fleet with products and services, and supply crew and technical management for some of the most complex vessels in the world. We also develop new and daring solutions, shaping the maritime industry for the future.

Our investments seek to explore and develop new opportunities within the energy-, offshore- and maritime industry. With thousands of colleagues in more than 70 countries, we take competence, sustainability, innovation and unparalleled customer experiences one step further.     

The PART TIME (30 hours per week), Ships Agency Administrator Officer role is based in our Gladstone Office and will report to the Ships Agency Operations Manager Gladstone. This position has the main responsibilities to;

Main responsibilities

• Liaise with BMA port operations and Gladstone team to deliver shippers documentation to relevant parties in a timely and accurate manner and comply with the KPI’s as set out in the WSS / BMA agreement.
• Maintain effective communication with local Finance Centre regarding incoming and outgoing finances, shipping movements and account processing.
• Administration of vessel disbursement accounts, ensuring full and accurate inclusions of all recoveries and relevant invoices in accordance with the recoveries list.
• Assist in ensuring all invoices are received promptly from creditors and processed immediately in order to achieve the set KPI for all disbursement accounts.
• Complete reports as required on a monthly and weekly basis.
• Ensure efficient and expedient processing of all Corporate/Office invoices to be forwarded to Sydney Finance Department for payment.
• Accurate maintenance of Petty Cash and ensure invoices to be reimbursed and forwarded to local finance (DA) centre.
• Maintenance of records, filing and statistical data as required. Complete reports as required including  Bank Deposits & other reports where required.
• As a member of the BMA team provide documentation as required by the contact.
• Accurate and timely reporting in BMA systems (Mine to Port) and entry in VOSS.
• Preparation and submission of invoicing to client.

General

• Maintain accurate records and filing systems for the above processes.
• Be proactive in cost savings in all areas of responsibility ensuring that the level of service is maintained by suppliers/contractors and that they meet the company needs.
• Ensure the quality standards and procedures are followed in accordance with GIMS.
• Promote WSS in a responsible and professional manner.
• Work with due care and consideration to safeguard your own health and safety and the health and safety of others, adhere to the safe work practices, policies and procedures set out by the company and to report any potential hazards, mishaps, incidents or injuries that may occur.

Accountabilities

• High level of accuracy in work and advice provided to management team
• Dealings with internal and external stakeholders are carried out in a harmonious, efficient and positive manner

Health & Safety

As an employee:

The employee is responsible to adhere to the company’s health and safety* requirements to ensure their own safety and the safety of their colleagues by:

• participating in risk assessment processes in the workplace
• completing required health and safety training and certifications
• following safe work practices and procedures and use personal protective equipment (PPE) when required
• inspecting equipment and the workplace regularly and actively eliminating hazards
• reporting accidents, incidents, injuries, near misses, safety risks and issues of non-compliance with health and safety procedures according to internal procedure
• Developing the safety culture at own workplace and cooperating with others on matters relating to health and safety. 

*this includes physical as well as psychosocial health and safety

Position Requirements

Qualifications & Experience

• A minimum of 36 months administration experience
• Previous experience in the shipping industry preferred
• Strong interpersonal skills and customer relationship building skills
• Sound skills with MS Office (PowerPoint, Excel, Publisher, Word) and excellent keyboard and general computer skills
• Strong verbal and written communication skills
• Ability to organise/co-ordinate and strong attention to detail and the ability to multi-task
• Reliable, enthusiastic and professional manner
• Confidence in relating to a different organisational level.

 Core Competencies 

• Focusing on Customers
• Working in Teams
• Communicating Ideas and Information
• Planning and Organising Work
• Solving Problems
• Using Technology.

Shipping is a 24/7 operation so out of hours and weekend work will be required. 

A valid permit to work in Australia is required.