This role involves close coordination with vendors, making proposals, and internal colleagues, primarily through email and phone communications, and requires accurate handling of documentation, invoicing, and cost control systems.
To provide proactive Operations & Admin Support assist the BLA Australia office with vessel agency tasks, freight forwarding, and invoice documentation.
Vessel Agency & Operational Support
Manage and coordinate husbandry requirements for vessels at port.
Maintain organised records of vessel activities and documentation.
Provide support for crew changes including making hotel bookings and transfer/vehicle arrangements.
Handle cargo call arrangements, documentation, and scheduling.
Coordinate with Australian vendors, authorities, and internal staff via email and phone.
Documentation & Data Entry
Enter and track invoices in Xero, ensuring accuracy and timely registration.
Upload and categorize vendor invoices in the correct vessel folders on SharePoint.
Record FDA balances in both Xero and the Port Call Register (Excel via SharePoint).
Input and submit Final Disbursement Accounts (FDA) in the internal system (Port360).
Freight Forwarding & Logistics Coordination
Assist in managing vendor performance and ensuring cost efficiency in logistics solutions.
Liaise with shipping lines, transport providers, customs brokers, and warehouses to source accurate rates and availability.
Support the coordination of international and domestic shipments, including booking, tracking, and resolving delays or issues.
Prepare and manage freight forwarding quotations, proposals, and cost sheets tailored to customer needs.
Maintain databases of freight rates and logistics service providers for easy access and quotation accuracy.
Ensure accurate documentation for freight movements (e.g., commercial invoices, packing lists, bills of lading).
Invoicing & Financial Administration
Track approvals and follow up with internal teams and clients as necessary.
Assist in the preparation of accurate and timely customer invoices for port and logistics services.
Support financial reporting, reconciliation, and internal controls related to invoicing and vendor payments.
