Purchasing Administrator

• Ensuring that QMS and associated procedures are implemented in his/her department.

• Informing the Fleet Supervisor about, and handling complaints, non conformities and discrepancies effectively between vessel and suppliers.
• Following and adhering to the predetermined communication and reporting lines.
• Ensuring that proper records are kept.
• Creation of template documents and reports.
• Monitoring the process and verifying of invoices to suppliers and clients.
• Assisting the Fleet Supervisor, Purchasing Consultant, Purchasing Officer and Director of Global Operations.
• Ensuring availability of complete and efficient secretarial support.
• Ensuring security and confidentiality of all documents, files, etc.
• Assisting in typing and filing or other activities, as requested.
• Ensuring that all secretarial and administrative duties are carried out to the standards required by the company.
• Handling complaints, non conformities and discrepancies effectively between vessel and suppliers
• Preparing supplier comparison reports, supplier benchmarking and recording supplier performances
• Preparing customer review reports
• Coordinating with other personnel in the smooth operation of the company.
• Assisting on the monthly closing inventories process and making sure that the vessels catering accounts are updated correctly.
• Issuing monthly catering reports and report to the Fleet Supervisor for vessels performance.
• Assisting on verifying invoices from suppliers and update vessels catering accounts.
• Reviewing the vessels Requisition.
• Sending out inquiries for quotations to various approved Suppliers.
• Issuing enquiries, analyzing quotations for submission to Fleet Supervisor or Purchasing Consultant, placing orders and subsequently arranging safe and most economical delivery of requested items to respective vessels, at the most convenient ports.
• Evaluating offers received from various suppliers based on:
• Their performance and the Approved List of Suppliers / Subcontractors
• Price
• Quality
• Payment Terms
• Previous cooperation
• Make comparison tables for approval by the Fleet Supervisor, Purchasing Consultant and Director of Global Operations.
• Notifying the vessel and the agent.
• Arranging transportation of the ordered catering provisions and other consumables.
• Checking the related invoices for payment.
• Keeping track of collection of ready orders by local forwarders.
• Processing forwarding inquiries to various forwarders or agents, investigate cost, transit / clearance time at various ports.
• Checking all shipping documents and keeping track of arrival dates in destination port.
• Securing that shipments have arrived on time to destination.
• Investigating launch cost in various ports.