Administrative Assistant

2 days ago

Cebu City, Central Visayas, Philippines Chelsea Shipping Full time $40,000 - $80,000 per year

The Administrative Assistant will be responsible for ensuring the timely and accurate processing of financial transactions related to vessel operations, maintaining proper documentation, coordinating with internal departments and vessel teams, and supporting the administrative needs of the Fleet Head. The ideal candidate has experience in ship management operations, a strong background in financial processing, and is highly organized.

DUTIES AND RESPONSIBILITIES

Financial Management

  • Monitor and ensure daily fund availability for all managed vessels.
  • Process liquidation of receipts and invoices for RVFs (Revolving Funds) in coordination with managers and subject to approval by the AVP – Fleet Head.
  • Liaise with Accounting and Treasury departments for timely replenishment of RVFs.
  • Address accounting-related queries and concerns on vessel fund liquidations.
  • Maintain proper filing and documentation for all financial transactions.
  • Coordinate with vessel Masters and Superintendents on proper fund usage.
  • Process all financial transactions through SAP, including payments for service providers and vessel-related expenses.
  • Facilitate advance funding and liquidation of third-party agents and client payments as needed.

Administrative Support

  • Coordinate procurement and provision of ship management essentials (e.g., laptops, printers, mobile devices, PPE) with the relevant departments.
  • Prepare monthly Technical Management Fees for Ship Management.
  • Process various operational and incidental expense billings.
  • Provide comprehensive administrative support to the AVP – Fleet Head, including calendar management, documentation, and logistics.
  • Draft internal communications and memos on behalf of the Ship Management team.

Other Duties

  • Assist in the preparation and monitoring of the Ship Management Department's budget.
  • Maintain financial tracking and reporting for operational expenses.
  • Perform other related tasks and duties as assigned.

Qualifications

  • Bachelor's degree in Business Management, Accounting, Finance, or a related field.
  • Experience working in ship or fleet management operations is a plus.
  • Solid background in financial processes, liquidation, and SAP transactions.
  • Strong organizational and time management skills.
  • High attention to detail and accuracy in handling financial documents and reports.
  • Excellent communication skills, both written and verbal.
  • Proficient in MS Office (Excel, Word, Outlook).

Job Types: Full-time, Permanent

Benefits:

  • Additional leave
  • Company Christmas gift
  • Company events
  • Free parking
  • Health insurance
  • Life insurance
  • Opportunities for promotion
  • Paid training
  • Promotion to permanent employee
  • Staff meals provided

Ability to commute/relocate:

  • Cebu City: Reliably commute or planning to relocate before starting work (Required)

Education:

  • Bachelor's (Preferred)

Experience:

  • Administrative: 1 year (Preferred)

Work Location: In person

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