Operations Administrative Assistant

Tasks and Responsibilities (what you deliver)

Tasks include, but are not limited to:

· Maintaining up-to-date updates of relevant control sheets for sector activities;

· Controlling all administrative activities in the operations area;

· Performing advance payment process with the Finance Department;

· Controlling all document flow of expenses and invoices issued by maritime agencies;

· Controlling all document flow of measurement bulletins and invoices issued by port operators and shipping companies;

· Providing necessary support in activities involving access clearance to the port;

· Scheduling berths in a suitable terminal for ship docking;

· Performing process of renewing SGAD and SGP records for DOF Group companies, as well as renewal of access cards to the port;

· Scheduling inspections for ships undergoing CICSB and Conformity for AJB operations;

· Consulting and collecting documents/certificates in Unisea System and others;

· Contributing actively to improving or solving work routines;

· Your responsibility is to perform your tasks punctually and within the company's quality standards.

Your Role (how you deliver)

Key elements about how you deliver:

· All department activities must be performed prioritizing quality and clarity in presented content;

· Ensuring that your team's work is always in compliance with the Company's Norms and guidelines.

· Following all procedures and rules of health, safety, environment, and quality of DOF Group.

Main Relations

Within the Company

· Project Managers;

· Superintendents of Vessels;

· Coordinators of ROV and Survey;

· Department of Crew;

· Department of Supplies;

· Department of Finance;

· Department of HSEQ;

· Offshore Employees.

Outside the Company

· Maritime and Sanitary Authorities;

· Maritime Agencies and Port Operators,

· Other Suppliers.

Requirements

Necessary Instruction:

· High School Diploma Complete.

Experience / Knowledge / Skills:

Experience:

Lived experience as a Maritime Agent;

Knowledge:

· Knowledge of Maritime and Sanitary Legislation

· Knowledge of Microsoft Office Package;

· Intermediate English desired;

· Desired knowledge of Porto Sem Papel System;

Skill:

· Excellent communication, reading, and writing;

· Ability to communicate clearly and effectively;

· Ability to maintain good interpersonal relationships;

· Teamwork;

· Concentration ability;

· Sense of organization;

· Ability to work under pressure;

· Work maintaining the principles of loyalty, transparency, and good faith.

(Experience may compensate for lack of formal competence)