Fleet Assistant/Senior Assistant
We are looking for a detail-oriented and proactive Fleet Assistant/Senior Assistant to support our Technical/Fleet team. This role plays a key part in ensuring smooth day-to-day operations through effective coordination of procurement, travel arrangements, documentation, and vendor management within a maritime environment.
Key Responsibilities
Procurement & Invoice Management
- Manage procurement processes and invoice handling using systems such as SMART PAL and Oracle
- Raise purchase orders (POs) for vessel, technical, and corporate requirements
- Verify invoices against approved POs and liaise with Finance for timely processing
- Coordinate with vendors to resolve billing issues and support vendor onboarding
Travel & Logistics Coordination
- Arrange travel and accommodation for staff and crew, including flights, hotels, and visa applications
- Prepare supporting documents such as Letters of Invitation (LOI) and Guarantee (LOG)
- Ensure all travel-related bookings and documentation are completed accurately and on time
Operational & Administrative Support
- Maintain and update key operational records, including fleet trackers, staff travel documents, and compliance reports
- Manage ship mail, document filing (digital and physical), and internal correspondence
- Coordinate meeting logistics, seminars, and company events
- Provide administrative support to senior management and ensure smooth office operations
Requirements
- Experience in administrative, procurement, or technical support roles. Fresh graduate may apply.
- Experience with systems such as SMART PAL, Oracle, MESPAS, and Microsoft Office would be advantanges
- Strong organisational skills with attention to detail and ability to multitask
- Good communication and interpersonal skills