Operations Executive

Mô tả Công việc
To provide proactive Operations & Admin Support assist the BLA Australia office with vessel agency tasks, freight forwarding, and invoice documentation.
This role involves close coordination with vendors, making proposals, and internal colleagues, primarily through email and phone communications, and requires accurate handling of documentation, invoicing, and cost control systems.
1. Vessel Agency & Operational Support
Coordinate with Australian vendors, authorities, and internal staff via email and phone.
Manage and coordinate husbandry requirements for vessels at port.
Provide support for crew changes including making hotel bookings and transfer/vehicle arrangements.
Handle cargo call arrangements, documentation, and scheduling.
Maintain organised records of vessel activities and documentation.
2. Documentation & Data Entry
Upload and categorize vendor invoices in the correct vessel folders on SharePoint.
Enter and track invoices in Xero, ensuring accuracy and timely registration.
Input and submit Final Disbursement Accounts (FDA) in the internal system (Port360).
Record FDA balances in both Xero and the Port Call Register (Excel via SharePoint).
3. Freight Forwarding & Logistics Coordination
Prepare and manage freight forwarding quotations, proposals, and cost sheets tailored to customer needs.
Liaise with shipping lines, transport providers, customs brokers, and warehouses to source accurate rates and availability.
Support the coordination of international and domestic shipments, including booking, tracking, and resolving delays or issues.
Ensure accurate documentation for freight movements (e.g., commercial invoices, packing lists, bills of lading).
Assist in managing vendor performance and ensuring cost efficiency in logistics solutions.
Maintain databases of freight rates and logistics service providers for easy access and quotation accuracy.
4. Invoicing & Financial Administration
Assist in the preparation of accurate and timely customer invoices for port and logistics services.
Track approvals and follow up with internal teams and clients as necessary.
Support financial reporting, reconciliation, and internal controls related to invoicing and vendor payments.