Operation Admin (0076 August 2025)

Summary/Objective
The Operations Admin is responsible for supporting the Operation Department in the efficient and effective operations / record keeping.

Essential Functions

1. Perform general office administrative duties to the team including, but not limited to, minutes writing, records keeping, managing Clients’ contact and mailing lists, scheduling and coordinating of meetings, answering phone calls.
2. Maintain and update S&P Global Platts to generate pricings on a daily basis.
3. Responsible to process sales and purchase orders accurately and timely with verification and follow up with them should there be any discrepancies in Janus (Dynamics 365BC) system.
4. Attend to Clients’ enquires and requests. Reconcile Vendors’ purchase orders with internal sales orders.
5. Coordinate delivery with internal and external parties. Reconcile and file all relevant documents.
6. Coordinate with the Cargo Officers, Operations & Marketing Manager and Accounts Department to ensure accurate and timely information to facilitate invoicing.
7. Tally the bunker receipts to the sales orders for fuel oil and gas oil to facilitate our Accounts Department for accounts receivables (vice versa for purchase orders)
8. File and reconcile bunker delivery notes. Maintain updated filing of bunker process documentation.
9. Process, maintain and track purchasing agreement/contract.
10. Comply with the Company’s HSSE policies.
11. Generate daily/monthly reports for MPA or any external/internal stakeholders upon requests.
12. Assist and attend to EBDN queries from vendor and/or cargo officer.
13. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change from time to time

Required Education and Experience
Minimum Diploma in any discipline & minimum one year of working experience in administrative & coordination role. Proficiency in Microsoft Office application.

Chan Chee Meng
EA 07C3069
R1110620