Shipping Operations Assistant

Mercuria; United Arab Emirates; On-site; AED 67,000 - 134,000; Full time

Job summary

Mercuria is seeking a Shipping Operator to provide administrative support to the shipping operations team. You will manage invoicing for shipping services and ensure accuracy across related documents and costs.

The role requires 1–3 years invoicing experience and knowledge of shipping docs such as Bills of Lading and Charter Party terms, with familiarity of IMOS and Sedna. You will liaise with operations, chartering and finance teams.

Qualifications

• Diploma or Degree in Accounting, Finance, Business, Maritime Studies, or related field.
• 1–3 years invoicing experience, preferably in a trading house or shipping firm.
• Strong understanding of shipping docs and terms (Bill of Lading, Charter Party terms).
• Strong numerical aptitude with high accuracy and attention to detail.
• Good communication and interpersonal skills to coordinate across departments and with counterparties.
• Positive attitude and team mindset, able to work independently under tight deadlines.

Responsibilities

• Prepare and issue invoices for shipping services (Wet, Dry, LPG & LNG).
• Cover Hire, Freight, Bunker, Scrubber, Broker Commission and related costs.
• Verify billing data against shipping documents (BLs, charter terms, pricing).
• Coordinate with operations, chartering and finance to ensure invoice vouching.
• Monitor invoice status and follow up for timely payment.
• Maintain records of invoices and supporting documents.
• Handle adjustments, credit notes and re-billing when needed.
• Assist in weekly reports and monthly billing summaries for FD calculation.
• Process backlog costs and voyage journal entries.
• Support ad-hoc shipping documentation and regulatory tasks.

Skills

Numerical aptitude

Attention to detail

Communication skills

Team oriented

Independent working under deadlines

Education

Diploma or Degree in Accounting, Finance, Business, Maritime Studies, or related field

Tools

IMOS shipping system

Sedna

Job description

Context:

Shipping Operator is an intermediary between various departments in the Company and external stakeholders such as Ship Owners, Vessels, Port Agents, 3rd party Charterers etc. The role of a Shipping Operator is to ensure flawless, safe and efficient transportation of the goods on the Ships chartered in or, in case of Ships employment with 3rd parties - chartered out, provide in-house support and expertise on the shipping related matters.

In addition to the physical side of the operations, as part of their day-to-day duties, Shipping Operator is also responsible for maintaining accurate representation of the transportation arrangements and respective costs within the shipping software. Non-demurrage claims handling might also be assigned to the Shipping Operator as related to Vessels chartered in or out.

The role is fast paced, dynamic and challenging. Involves support to worldwide operations that operate continuously and in multiple time zones which may require individuals to be available outside office hours.

The Shipping Operations Team is now looking for a Shipping Operator to provide administrative support to the team.

Responsibilities:

• Prepare and issue invoices for shipping services (Wet. Dry, LPG & LNG)
• Covering Hire, Freight, Bunker, Scrubber, Broker Commission, Ancillary claim) based on finalized agreements and supporting documents.
• Verify all billing data against shipping documents (e.g. BLs, charter party terms and pricing structure)
• Liaise with operations, chartering, and finance teams to ensure accuracy and vouching of invoices and payment.
• Monitor invoice status and follow up with counterparties for timely payment.
• Maintain proper records of invoices and supporting documents
• Handle invoice adjustments, credit notes, and re-billing where necessary.
• Assist in weekly reports, monthly billing summary for FD calculation.
• Clearing backlog open costs, voyage journal entries
• Workflow / Enhancements (Posting errors, invoicing process)
• Trade related (Inward and Outward KYC, Credit and Compliance, Finance Middle Office)
• Support the team with ad-hoc administrative or operational tasks related to shipping documentation and regulation.

Requirements:

• Diploma or Degree in Accounting, Finance, Business, Maritime Studies, or related field.
• Minimum 1-3 years of invoicing experience, preferably in trading house or shipping firm.
• Good understanding of shipping documentation and terms (e.g. Bill of Lading, Charter Party term and pricing structure.
• Strong numerical aptitude with excellent attention to detail and accuracy, preferably with good knowledge of IMOS shipping system and Sedna.
• Good with numbers, communication and interpersonal skills to coordinate across departments and with counterparties.
• Positive attitude, strong sense of responsibility, team-oriented mindset, ability to work independently under tight deadlines while maintaining precision.