Shipping Operations Assistant

Context:Shipping Operator is an intermediary between various departments in the Company and external stakeholders such as Ship Owners, Vessels, Port Agents, 3rd party Charterers etc. The role of a Shipping Operator is to ensure flawless, safe and efficient transportation of the goods on the Ships chartered in or, in case of Ships’ employment with 3rd parties - chartered out, provide in-house support and expertise on the shipping related matters.In addition to the physical side of the operations, as part of their day-to-day duties, Shipping Operator is also responsible for maintaining accurate representation of the transportation arrangements and respective costs within the shipping software. Non-demurrage claims handling might also be assigned to the Shipping Operator as related to Vessels chartered in or out.The role is fast paced, dynamic and challenging. Involves support to worldwide operations that operate continuously and in multiple time zones which may require individuals to be available outside office hours.The Shipping Operations Team is now looking for a Shipping Operator to provide administrative support to the team.

Responsibilities

Prepare and issue invoices for shipping services (Wet. Dry, LPG & LNG) Covering Hire, Freight, Bunker, Scrubber, Broker Commission, Ancillary claim) based on finalized agreements and supporting documents.Verify all billing data against shipping documents (e.g. BLs, charter party terms and pricing structure)Liaise with operations, chartering, and finance teams to ensure accuracy and vouching of invoices and payment.Monitor invoice status and follow up with counterparties for timely payment.Maintain proper records of invoices and supporting documents Handle invoice adjustments, credit notes, and re-billing where necessary.Assist in weekly reports, monthly billing summary for FD calculation.Clearing backlog open costs, voyage journal entriesWorkflow / Enhancements (Posting errors, invoicing process)Trade related (Inward and Outward KYC, Credit and Compliance, Finance Middle Office)Support the team with ad-hoc administrative or operational tasks related to shipping documentation and regulation.

Requirements

Diploma or Degree in Accounting, Finance, Business, Maritime Studies, or related field.Minimum 1-3 years of invoicing experience, preferably in trading house or shipping firm.Good understanding of shipping documentation and terms (e.g. Bill of Lading, Charter Party term and pricing structure.Strong numerical aptitude with excellent attention to detail and accuracy, preferably with good knowledge of IMOS shipping system and Sedna.Good with numbers, communication and interpersonal skills to coordinate across departments and with counterparties.Positive attitude, strong sense of responsibility, team-oriented mindset, ability to work independently under tight deadlines while maintaining precision.