Drydock Support

• Assist Technical Sup in preparing Authorisation for Expenditure based on the appropriate Work Breakdown Structure and ensure completeness in the scope of work.
• Coordinate with the AP team and vendors on advance and milestone payments.
• Plan and track all spares and equipment required for drydock.
• Update and maintain the Shipment Monitoring Form.
• Coordinate, compile and perform verification on manhours and timesheet submitted by service engineers.
• Track variation orders from shipyard and update cost control team.
• Update and assist in closing out open POs (for POs raised by TE).
• Escalate pending drydock tasks, delays, or outstanding issues to the Technical Superintendent.
• Maintain proper drydock documentation and ensure all relevant files are accurately saved in the drydock SharePoint folder.
• Maintain critical drydock documentation for postmortem review and future planning purposes.

Budget preparation

• Consolidate recurring subscription fee listings from SAP/ANS NS and submit to the Technical Manager for reference.

Monitoring of Technical Vessel Operating Expenditure (“VOE”)

• Support the Technical Manager with basic analysis of VOE trends and variances.
• Support in the monthly accruals review for Technical VOE.

Asset Management and Compliance

• Maintain and update vessel's trading certificates
• Apply for the renewal of key certificates such as Bunker Convention Certificate, ship station license and Wreck Removal Certificate from the vessel's flag.
• Extract ABS NS reports for circulation and highlight critical issues to the Technical Superintendent and Technical Manager.
• Prepare and circulate the monthly vessel compliance status report
• Support on documentation requirements in event of insurance claims
• Download quarterly class status reports from class websites and arrange distribution to vessels.
• Track vessel offloads of lube oil, fuel oil, and fresh water samples for shore-based laboratory analysis.

Other Support

• Preparation of purchase orders for Technical related spent
• Administrative support to technical team which may include expediting delivery of critical parts for vessels and ad hoc payment request for urgent purchases as well as travel arrangements.
• Process non-PO transactions via Esker, including Janeiro billing.
• Conduct inventory count reconciliation.

Preferred Experience

• Knowledge of other computer software and programs where applicable – SAP, ABS NS, SAP and Microsoft Office tools
• Self-driven with excellent multitasking and problem-solving capabilities
• Time management skills with a strong sense of prioritization and follow through
• Strong execution mindset with expertise in organizing, coordinating, and troubleshooting across functions
• Effective communications skills (both speaking and writing)