Operations Administrative Assistant

Who We Are:

At Inchcape Shipping Services, our vision is to create a connected world where customers can trade successfully and make informed decisions in every port, everywhere. We achieve this by combining our worldwide infrastructure with local expertise, through our global network of more than 250 proprietary offices and a team of over 3,000 dedicated professionals. Our diverse customer base includes owners and charterers in the oil, cruise, container, and bulk commodity sectors, as well as naval, government, and intergovernmental organisations.

Role Summary:

The Operations Administrative Assistant Trainee role will be responsible for supporting the day-to-day accounting, administrative and HR activities of the location. You will coordinate operational systems, respond to enquiries, work closely with Operations and the Service Centre on AP/AR processes, and ensure administrative tasks are completed efficiently.

Contract: Temporary Contract - Internship (1 Year)

Location: Mauritius, Port Louis (On-Site)

Key Responsibilities:

• Email Management: Review and monitor all enquiries received from principals prior to appointment scheduling.
• Documentation & Compliance: Complete Dow Jones checks for vessels and principals in coordination with Procurement and Legal teams.
• Data Management: Create principal records in the Master Data Management (MDM) system.
• Performance Tracking: Update KPI Operations once appointments are confirmed.
• Financial Coordination: Follow up on prefunding requirements to ensure timely processing.
• Operational Setup: Upon appointment confirmation and Dow Jones clearance, create files in Optic and input service lines into the operational system.
• System Administration: Resolve queries in Optic LPA, mark services as delivered or ordered, ensure purchase orders are generated and forward them to vendors.
• Client Support: Respond to CLS or DA Desk queries promptly and accurately.
• Team Assistance: Support the Cruise Excellence Team (COCE) with MPX/IMS uploads or queries, in collaboration with the Operations Manager.
• Ad Hoc Duties: Perform additional tasks as assigned by the Operations Manager or Finance manager.

Candidate Requirements:

• Essential: Diploma
• HSC Level
• Excellent written and verbal communication skills (English & French).
• Proficiency in MS Office and internal computer systems.
• Computer literate with ability to learn new software applications.
• Able to work both independently as well as a member of a team.

You will receive:

A diverse range of benefits, depending on your geographical location. At this instance, you will enjoy:

• A place to grow your career - we’ll help you set big goals and exceed them.
• Competitive salary package.
• Work with talented, committed, and supportive teammates.
• Value Award celebration events.

Why Inchcape Shipping Services?

We believe in building a diverse and high-performing workforce, that works together to provide our customers with the exceptional service they deserve. To reach the highest standards we depend on our people, their welfare, training, and expertise. We realise the value of our staff and know that your unique experiences, skills, and passions will help you to build a rich and rewarding career in our dynamic industry.

Our values are at the centre of everything we do, and the successful candidate will be expected to demonstrate and fully adopt these:

Global Perspective

• we connect the world and see the bigger picture.

The Power of People

• we rely on the strength of local agent knowledge and relationships.

Progress

• we adopt new thinking and push for positive change in our industry.

#WeAreInchcape

Inchcape is an Equal Opportunities Employer - equality, diversity, and inclusion are at the heart of everything we do. Working in a diverse society, we recognise that our customers, colleagues, and contractors are central to our success.

Additional Information:

Appointment to this role will be subject to satisfactory references and possession of a valid Right to Work documentation depending upon your geographical location.

To protect the interests of all parties, Inchcape will not accept unsolicited or speculative resumes from recruitment agencies and will not be responsible for any fees associated with them.