Admin & Operations Assistant

ONE CONSULTING (GLOBAL) PTE. LTD.; Singapore; On-site; SGD 33,000 - 47,000; Full time

Job summary

ONE CONSULTING (GLOBAL) PTE. LTD. is seeking an administrative professional to support crew coordination, documentation, and procurement for vessels. You will manage pre-joining briefings, crew matrices, regulatory documents, and invoicing with internal teams and external suppliers.

The role requires attention to detail, familiarity with MS Office, and strong organisational skills. Fresh graduates are welcome; maritime industry experience is a plus. Work is on-site in Singapore.

Qualifications

• Diploma in Business or equivalent.
• At least 1 year of relevant work experience.
• Proficient in Microsoft Office applications, particularly Excel and Outlook.
• Experience in shipping, crewing, or the maritime industry will be an added advantage.
• Fresh graduates are welcome to apply.

Responsibilities

• Coordinate with internal departments to arrange pre-joining briefings for officers joining vessels.
• Maintain crew matrices and verify crew details for compliance with policies and regulatory requirements.
• Monitor STCW certificates, licences, and other documentation; track renewals and endorsements.
• Review and manage monthly allotment registers and ensure accuracy.
• Prepare and issue purchase orders; verify quotations and cost details; assist supplier registrations.
• Process airfare invoices, resolve billing discrepancies, and handle other supplier invoices.
• Assist in LOI administration and ensure documentation accuracy.
• Coordinate document receipt/dispatch to vessels and offices; arrange courier services and track deliveries.
• Provide general administrative and operational support and take on ad-hoc duties.

Skills

Office suite

Shipping industry knowledge

Education

Diploma in Business

Tools

MS Excel

Outlook

Job description

Key Responsibilities

1. Crew Coordination & Pre-Joining ArrangementsCoordinate with relevant internal departments to arrange pre-joining briefings for officers scheduled to join vessels.Ensure all necessary documents, briefing materials, and arrangements are prepared in advance.Follow up on briefing schedules and ensure officers receive the necessary information and instructions before joining their assigned vessels.

2. Crew Matrix & Manning AdministrationMonitor and maintain crew matrices for assigned vessels, ensuring all crew positions and information are accurately updated.Verify crew details and ensure compliance with company policies and applicable regulatory requirements.Coordinate with internal departments and local manning offices to resolve discrepancies and follow up on outstanding crew requirements.

3. Crew Certification & Regulatory DocumentationMonitor and maintain crew members' STCW certificates, licences, and other required documentation.Obtain monthly certification status reports from vessels and maintain updated tracking records.Monitor certificate validity and expiry dates, proactively following up on renewals and outstanding documentation.Receive, verify, and distribute Singapore endorsements issued by the Maritime and Port Authority of Singapore (MPA) to vessels and local manning offices.Ensure all crew certification and regulatory records are accurate, complete, and readily accessible.

4. Allotment Register AdministrationReceive and review monthly allotment registers for accuracy and completeness.Coordinate with relevant departments to clarify discrepancies or obtain missing information.Forward registers to respective vessels for verification and confirmation, and follow up on outstanding responses.

5. Procurement & Purchase Order AdministrationPrepare and issue purchase orders for approved purchases and services in accordance with company procurement procedures.Verify quotations, supporting documents, and cost details before processing.Assist with new supplier registration and amendments to existing supplier records in the company system.Coordinate with relevant departments and suppliers to obtain necessary information, reviews, and approvals.

6. Invoice Processing & VerificationReview and process airfare invoices submitted by travel agents, verifying charges against purchase orders, ticket references, and final airfare amounts.Identify and resolve billing discrepancies, duplicate charges, cancelled flight charges, and missing supporting documents.Assist with the processing of other ad-hoc supplier and service provider invoices, ensuring accuracy of billing details and cost allocations.Coordinate with internal departments and external suppliers to resolve invoice-related queries.Ensure invoices are submitted promptly through the appropriate approval workflows.

7. Letter of Indemnity (LOI) AdministrationAssist in preparing and issuing US Letters of Indemnity (LOI) upon request from local manning offices.Verify the accuracy and completeness of information before processing.Coordinate with relevant parties to clarify discrepancies and ensure documentation is properly maintained.

8. Courier & General Document ManagementCoordinate the receipt and dispatch of documents to vessels, local manning offices, and external parties.Arrange courier services through DHL or postal services, depending on urgency and requirements.Prepare and verify shipping details, track deliveries, and follow up on any delays.Maintain proper records of incoming and outgoing correspondence and documents.

9. Other ResponsibilitiesProvide general administrative and operational support to the department.Undertake other ad-hoc duties and assignments as required by management.

Job Requirements

• Diploma in Business or equivalent.

• At least 1 year of relevant work experience.

• Proficient in Microsoft Office applications, particularly Excel and Outlook.

• Experience in shipping, crewing, or the maritime industry will be an added advantage.

• Fresh graduates are welcome to apply.