Wilhelmsen Port Services Hiring for Ships Agency Administrator-Intern at البحرين Full Time

Key tasks opportunity:

Vessel Agency

• To ensure the vessel documents are processed in a timely manner and avoid delays.
• Assist the crewing offices with crew changes, arranging taxis, hotels and immigration formalities.
• Arranging doctor, dentist or other crew requirements
• Ordering of pilots and tugs and keeping the Berthing team and Operations aware of delays or other operational matters
• Coordination of ships spares arriving or leaving a vessel
• Liaising with 3rd party agencies where required

Disbursement Account Processing

• Process and prepare Disbursement accounts from the preliminary stage to the final, carefully checking for accuracy, with reference to Disbursement account checklist.
• 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.
• Ensure completeness and accuracy of supplier invoices received for job file/voyage and prepare relevant disbursement accounts.
• Check coding on supplier invoices to ensure correct category and enter any corrections in the system if necessary.
• Work closely with agents on any discrepancies and obtaining approvals on DA’s.
• 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.
• Respond to any discrepancies and following up with the principle/s if any enquiry occurs and give a very clear and timely explanation.
• Prepare timely statement of accounts to principles along with final D/A’s and follow up on settlement of balances.
• Maintain proper day to day filing of accounting transactions.

Essential Criteria:

• Graduate of International Logistics or similar course or field.
• Ability to work on own initiative and build good working relationships.
• Excellent communication, interpersonal and administrative skills.
• Effective planning and attention to detail is a must for this role.
• Excellent client relationship and customer service.
• IT literate, with experience from working with Excel, Word, Teams, CRM system, and other system applications and tools.
• Team player
• Results oriented.
• Ability to multitask.
• Methodological approach and be able to always demonstrate a professional manner, dealing with Wilhelmsen Port Services staff and vessel Masters/officers/crew.
• Ability to be flexible and meet strict deadlines.
• Must remain focused on prioritization of day-to-day emails and tasks.
• Excellent decision-making skills.
• Effective time management skills

We can offer:

• Authentic onboarding experience. Full introduction to work.
• Apply Theoretical Knowledge in the actual work.
• Expand and improve Your Skills.
• Develop Professional Connections.
• Boost Your Resume / Portfolio
• Trainings which will support your personal and professional development. Working in an international, diverse, and inclusive environment. In trend business tools.
• In trend office tools

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