We are looking for a detail-oriented and proactive Crewing and Account Assistant to support our operations team in managing crew assignments and handling basic accounting tasks. To ensure accurate and timely processing of invoices related to crewing operations, maintaining compliance with company policies and contractual agreements, and supporting smooth financial workflows.
This role is ideal for someone who enjoys working in a dynamic environment, coordinating schedules, and ensuring smooth financial processes.
Responsibilities
Invoice Management
- Receive, review, and verify invoices from manning agents, training providers, and service vendors.
- Match invoices against contracts, purchase orders, and supporting documentation.
- Ensure compliance with agreed rates and terms.
Approval & Payment Coordination
- Prepare invoices for internal approval as per authorization matrix.
- Liaise with Finance team for timely payment processing.
- Track payment status and resolve discrepancies promptly.
Reconciliation & Reporting
- Maintain accurate records of invoices and payments.
- Assist in monthly reconciliation of crew-related accounts.
- Generate periodic reports on invoice status and outstanding payments.
Stakeholder Communication
- Coordinate with manning agents, vendors, and internal teams to resolve invoice-related queries.
- Provide timely updates to Crewing and Finance departments.
Crewing Support
- Assist in scheduling and coordinating crew assignments for projects and events.
- Maintain accurate crew rosters and availability records.
- Communicate with crew members regarding schedules, requirements, and updates.
- Ensure compliance with company policies and industry standards.
Minimum Requirements
- Higher Nitec/Diploma in Accounting or related studies.
- Prior experience in accounts payable or invoice processing (preferably in maritime or crewing industry).
- Basic proficiency in Excel or Google Sheets familiarity with accounting or maritime workflows is an advantage.
- Proficiency in MS Excel and accounting software (e.g., SMARTPAL, SAP, Oracle, or similar) is an advantage.
- Strong organizational and time management skills.
- Positive attitude, reliability, and ability to learn quickly.
- Strong attention to detail, accuracy, and willingness to follow structured processes.
