Responsible for the day-to-day administration and running of the Maritime Global Services office. This position will play a critical role in ensuring accurate and timely management of expense tracking and invoicing processes. This role is vital to maintaining financial accuracy, supporting client billing processes, and ensuring compliance with company policies., Engage in day-to-day office activities in line with QMS procedures and work instructions.
Support Management in all areas of business activities abiding by the confidentiality of information.
Provide assistance to office visitors ensuring meetings are panned and coordinated efficiently,
Manage the document control system ensuring correct filing and distribution of information and compliance with the document management plans.
Monitor and reconcile expense reports against budgets and accounts. Collaborate with employees and department heads to resolve discrepancies or questions related to expenses.
Generate, review, and issue client invoices in a timely and accurate manner.
Ensure all client billing aligns with agreed contracts, terms, and deliverables.
Track outstanding invoices and follow up on overdue payments to maintain healthy cash flow.
Liaise with finance and project teams to ensure accurate data for invoicing and expense allocations.
Maintain detailed records of expenses and invoices for audit and reporting purposes.
Prepare regular expense and invoicing reports for management review.
Identify opportunities to streamline the expenses and invoicing process for efficiency and accuracy.
Propose and implement solutions, including automation tools, where applicable.
Stay updated on changes in relevant financial practices, laws, or tax regulations affecting the role.
Manage and maintain office
Act as the administrator, utilises and update Sage (ERP system) as per agreed policies and procedures.
Comply with the Company's health, safety, environmental and quality assurance policies and procedures.
You may be asked from time to time to undertake other tasks that are relevant to your position.
Ensure the efficient planning of holidays and authorised absences of staff under their direct control to maintain the continuity of business
Administrative services throughout the working year.
HND in Business Administration/Business Management or equivalent behaviour.
Proven experience in administration, invoicing, or expense management roles.
Familiarity with accounting software and tools
Thorough knowledge of all Microsoft Office applications
Excellent organisational and time management skills
Good IT skills, including knowledge of a range of software packages
The capacity to prioritise tasks and work under pressure
Ability to liaise well with others and delegate tasks
Strong oral and written communication skills
Ability to work on your own initiative
Attention to detail
Flexibility and adaptability to changing workloads
Problem-solving skills and project management ability