General Summary of Job Duties: The Ship Services Administrator provides critical administrative support for port operations, vessel call coordination, port check controls, and vendor invoice management. This role ensures efficient office functioning and accurate financial and operational recordkeeping. |
Specific Essential Job Duties - Answer, screen, and transfer inbound calls; perform general clerical duties including photocopying, filing, scanning, and mailing.
- Handle requests for information and data; resolve DA inquiries and problems.
- Develop and maintain strong knowledge of company accounting procedures and software.
- Review daily operations report pulled from accounting system.
- Oversee the full vessel call process, including initiating accounting entries, creating service items, uploading required documentation (e.g., Service Purchase Orders, appointment messages, agency fee support), collecting and resolving missing port credit card receipts, and validating vessel files within 10 days of departure.
- Manage port check control by generating local and Cash to Master (CTM) checks, uploading CTM receipts, voiding checks as needed, and applying local check procedures for vendors paid on-site.
- Handle end-to-end vendor invoice processing: updating service items, generating POs for services, collecting missing invoices from vendors, uploading supporting documentation for PO charges, reviewing and approving valid invoices in the Payables Quality Control (PQC) queue, matching and approving valid invoices, ensuring correct agency/principal discounts, rejecting or returning invalid invoices via the accounting system, and routing invoices to the appropriate office or scan center as needed.
- Abide by company HSEQ policies and procedures.
- This job description is not exhaustive; additional duties may be assigned as needed. This role may evolve in response to changes in industry practices and technological advancements.
|
Back to search
