Ships Agency Administrator-Intern

Job Description

Join our global team for a career filled with opportunities to solve challenges both small and large, local and global, simple and complex.<br><br><strong>Key tasks opportunity:<br><br></strong><strong>Vessel Agency<br></strong><ul><li>To ensure the vessel documents are processed in a timely manner and avoid delays.</li><li>Assist the crewing offices with crew changes, arranging taxis, hotels and immigration formalities.</li><li>Arranging doctor, dentist or other crew requirements</li><li>Ordering of pilots and tugs and keeping the Berthing team and Operations aware of delays or other operational matters</li><li>Coordination of ships spares arriving or leaving a vessel</li><li>Liaising with 3rd party agencies where required<br><br></li></ul><strong>Disbursement Account Processing<br></strong><ul><li>Process and prepare Disbursement accounts from the preliminary stage to the final, carefully checking for accuracy, with reference to Disbursement account checklist.</li><li>Receive, read carefully and take appropriate actions, when required, with any e-mail, fax and/or messages related to attendance of vessel that could affect the disbursement accounts.</li><li>Ensure completeness and accuracy of supplier invoices received for job file/voyage and prepare relevant disbursement accounts.</li><li>Check coding on supplier invoices to ensure correct category and enter any corrections in the system if necessary.</li><li>Work closely with agents on any discrepancies and obtaining approvals on DA’s.</li><li>Prepare the final disbursement account (D/A) reflecting the appropriate accounting and financial transactions along with supported invoices in accordance with the statement of fact.</li><li>Respond to any discrepancies and following up with the principle/s if any enquiry occurs and give a very clear and timely explanation.</li><li>Prepare timely statement of accounts to principles along with final D/A’s and follow up on settlement of balances.</li><li>Maintain proper day to day filing of accounting transactions.<br><br></li></ul><strong>Essential Criteria:<br></strong><ul><li>Graduate of International Logistics or similar course or field.</li><li>Ability to work on own initiative and build good working relationships.</li><li>Excellent communication, interpersonal and administrative skills.</li><li>Effective planning and attention to detail is a must for this role.</li><li>Excellent client relationship and customer service.</li><li>IT literate, with experience from working with Excel, Word, Teams, CRM system, and other system applications and tools.</li><li>Team player</li><li>Results oriented.</li><li>Ability to multitask.</li><li>Methodological approach and be able to always demonstrate a professional manner, dealing with Wilhelmsen Port Services staff and vessel Masters/officers/crew.</li><li>Ability to be flexible and meet strict deadlines.</li><li>Must remain focused on prioritization of day-to-day emails and tasks.</li><li>Excellent decision-making skills.</li><li>Effective time management skills<br><br></li></ul><strong>We can offer:<br></strong><ul><li>Authentic onboarding experience. Full introduction to work.</li><li>Apply Theoretical Knowledge in the actual work.</li><li>Expand and improve Your Skills.</li><li>Develop Professional Connections.</li><li>Boost Your Resume / Portfolio</li><li>Trainings which will support your personal and professional development. Working in an international, diverse, and inclusive environment. In trend business tools.</li><li>In trend office tools<br><br></li></ul>#WPS