Ship Services Administrator

Ship Services Administrator The Ship Services Administrator provides critical administrative support for port operations, vessel call coordination, port check controls, and vendor invoice management. This role ensures efficient office functioning and accurate financial and operational recordkeeping.Answer, screen, and transfer inbound calls; perform general clerical duties including photocopying, filing, scanning, and mailing. Handle requests for information and data; resolve DA inquiries and problems. Develop and maintain strong knowledge of company accounting procedures and software. Review daily operations report pulled from accounting system. Oversee the full vessel call process, including initiating accounting entries, creating service items, uploading required documentation (e.g., Service Purchase Orders, appointment messages, agency fee support), collecting and resolving missing port credit card receipts, and validating vessel files within 10 days of departure. Manage port check control by generating local and Cash to Master (CTM) checks, uploading CTM receipts, voiding checks as needed, and applying local check procedures for vendors paid on-site. Handle end-to-end vendor invoice processing: updating service items, generating POs for services, collecting missing invoices from vendors, uploading supporting documentation for PO charges, reviewing and approving valid invoices in the Payables Quality Control (PQC) queue, matching and approving valid invoices, ensuring correct agency/principal discounts, rejecting or returning invalid invoices via the accounting system, and routing invoices to the appropriate office or scan center as needed. Abide by company HSEQ policies and procedures. This job description is not exhaustive; additional duties may be assigned as needed. This role may evolve in response to changes in industry practices and technological advancements.High school diploma or GED required; college coursework or degree strongly preferred. Minimum of 1+ year of customer service and data entry experience. Previous experience in the maritime or related industry is a plus. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.); ability to learn and navigate internal systems quickly. Strong written and verbal communication skills with the ability to collaborate effectively across all levels of the organization. Positive attitude and collaborative team player; fosters a cooperative work environment and builds strong relationships across departments. Service-oriented mindset with a positive attitude and professional demeanor; committed to delivering high-quality support to internal and external stakeholders. Excellent time management, organizational, and multitasking abilities; capable of managing competing priorities in a fast-paced, high-pressure environment. Detail-oriented and results-driven, with strong problem-solving skills and a proactive approach to issue resolution.This position is based in a professional office environment and requires prolonged periods of sitting and working at a computer. Work is typically performed in a climate-controlled setting with standard office equipment such as computers, phones, photocopiers, and filing cabinets. Occasional lifting of office supplies or documents weighing up to 25 pounds may be required. Minimal exposure to physical risk; however, employees must follow all company safety protocols, including proper ergonomic practices and general workplace safety procedures. May be required to attend safety briefings or training relevant to the maritime industry to support understanding of company operations. Must adhere to all workplace policies and contribute to a safe, organized, and professional office environment.