Operations Coordinator (Interim)
1d ago

Vacancy NameOperations Coordinator (Interim)Vacancy NoVN10432Location CountryPhilippinesLocation CityManilaWho are V.Group?

As a global leader in ship management and marine services, we add value to a vessel’s operations. Operating around the clock and around the world, V.

Group gives every client the quality and efficiency they need in every sector. Covering crew management and recruitment, quality ship management and technical services, together with supporting management and commercial services, V.

Group has an unrivalled industry knowledge with performance assured. Our values, We Care, We Collaborate, We Challenge, We are Consistent, We Commit and Deliver, are at the heart of everything we do and they support our strategy of Investing in Talent.

We are always interested in making contact with talented individuals - people who will demonstrate our values and deliver great service, for internal and external stakeholders.Overall Purpose of The Job

  • To arrange all logistics for the attendance of marine safety consultants on board vessels and carry out administrative duties which relate to vessel attendances, including out of office support as required.
  • Responsibility for all financial aspects including salaries and invoicing.
  • To provide Management with visibility of performance : KPIs & forecasting.Key Responsibilities and TasksTravel (50%) Arrange the attendance of our marine safety consultants on board vessels who carry out training and conduct safety inspections.
  • Organise all aspects of travel : permits, visa, flights, hotels for consultants whilst being aware of different time zones and budgetary limits
  • Provide full visibility of status in regard to costs and schedule
  • Ensure information is centrally available and accessible through SharePoint
  • Contracts & Finance (20%)

    Manage value chain both contractual & financial for Consultants :

  • Manage attendances from inception to completion including all financial administration relating to the attendance :
  • o Microsoft Dynamics end to end related work including but not limited to :

    o requesting purchase orders and chasing periodically until they are received

    o checking consultants’ expenses / invoices

    o processing consultants’ salaries / payments and issuing invoices to the client

    Manage Ship Management (client / owner) finance related processes in Microsoft Dynamics

  • Invoices
  • Credit notes
  • Cash collection follow up
  • Confirmation of correct service subscription fees
  • Governance / Management support tasks (30%)

  • Establishment of new governance operating principles and ensuring they are followed which includes documentation, monitoring and evaluation.
  • Operations Manual completion and maintenance.

  • Measurement and escalation to Management if any deviation is identified.
  • Tracking of internal surveys : Shipman and Consultant report quality
  • Provision of insights of conditions and variables to deliver operation plan : number of consultants required, their location, nationalities and availability.
  • Business Intelligence services : Dashboard overviews
  • Visibility presentations weekly to debrief management about KPIs, issues, mitigations
  • Develop efficiencies utilising Microsoft Excel, SharePoint, Forms and Flow
  • Ensure 100% quality of data and continuous improvementRequired ExperienceESSENTIAL :
  • Microsoft Excel advanced skills (formula programming)
  • Microsoft Word Basic
  • Adobe Basic
  • Good communication skills
  • Focus and attention to detail skills
  • Well organised and systematic working style, finishing tasks on time, completing tasks 100%
  • Ability to prioritise workload according to different time zones
  • Ability to work under pressureWhat can I expect in return?V. Group can offer you a market leading salary and benefits package, in addition to significant opportunities for career growth and personal development.
  • This a great opportunity to join a true leader in the maritime sector - a company that has exciting plans for future growth.

    Applications Close Date31 Jul 2022

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